The credit usage overview page is an essential feature for HR admins to track and manage their organization's credits within WorkFlex. this guide explains how to access and utilize this page effectively.
Accessing the credit overview page
Follow these steps to access your credit usage information:
Navigate to company settings: log in to your WorkFlex HR-admin account and go to the Company settings section.
Click on credit overview: locate and click the Credit overview button within the company settings menu.
View credit usage information: you will be directed to a page displaying overview credit usage data.
Understanding your credit usage information
The credit overview page provides comprehensive insights into your organization’s credit usage. The following information is available:
Total allocated credit: the total amount of credit assigned to your organization.
Total credit usage: the amount of credit that has been utilized.
Available credit balance: the balance of unused credit.
Detailed usage breakdown: specific details on how credits have been utilized, including:
Business travel credits
Workation inside EU, UK, CH credits
Workation outside EU, UK, CH credits
Domestic trip credits: usage for trips within the payroll country.
Other: credits applied to services such as visa processing and other miscellaneous categories.
Which trips will be counted in credit usage?
Business Trip (BT):
Credits are charged for any trip with a status other than "pending" or "in progress."
If a trip is marked as "completed," "attention," or "visa required" and later cancelled, it will still be charged. However, if a trip is cancelled while in "pending" or "in progress" status, no charges will apply.
Editing or rescheduling a business trip will result in double charges, unless the original trip was "pending" or "in progress." Learn more here.
Workation:
Any fully approved trip will count toward credit usage.
If a trip is fully approved and then rescheduled, credits will be charged for both the original and the new rescheduled trip. The only exception is when the adjustment only involves reducing the number of working days. Learn more here.
Usage breakdown
In the lower section of this page, you'll find a detailed overview of the credit usage. This overview provides a comprehensive look at the credit activity, helping you track and manage the credits charged or refunded over time.
The Usage breakdown section displays all credit transactions, along with key details.
Here’s a breakdown of the information you can expect to see:
Request ID: The unique identifier for the request. If credits were charged for a trip, this ID helps you trace the related action.
Usage: The amount of credits that were either charged or refunded.
Requester: The email address of the individual who submitted the action (e.g., the person who made the request or took the action).
Reason: The type of activity that prompted the credit usage, such as "Business trip," "Domestic workation," or other activities.
Credit package name : The name of your current package (assigned by the CSM).
Credit usage date: The date when the credits were used or refunded.
Comment: Any additional notes related to the transaction, if provided.
Cost center: The cost center associated with the credit usage, if applicable.
Employment entity: The employment entity linked to the user or request, if applicable.
Department: The department associated with the credit usage, if applicable.
Filtering and customizing the view
To make navigating the credit usage data easier, you can use the filter option available.
This allows you to filter the credit history based on the following parameters:
Reason: Filter by the type of action that triggered the credit usage (e.g., Business Trip, Domestic Workation).
Credit usage date: Narrow down results to a specific date range.
Cost center: Choose specific cost centers to view related credit activity.
Employment entity: Filter by the employment entity to view relevant credit usage.
Department: Select a department to view credits associated with that group.
By using these filters, you can focus on specific transactions or categories, making it easier to manage and review your credit activity.
Downloading an Excel report
For your convenience, you also have the option to download an Excel report of the credit usage. This report will provide you with a detailed, organized snapshot of the credit activity, which you can save, share, or analyze further offline.
Benefits of the credit overview page
Transparency: gain clear insights into how your credits are allocated and used.
Efficiency: monitor credit usage trends to optimize resource allocation.
Control: stay informed about remaining credits to plan future activities effectively.