User guide · For employer administrators and employees
Employee account activation
Check account access, benefit eligibility, available allowance and payment funding separately before confirming that an employee can use the plan. Work through the records below when access is incomplete, a benefit has not started or a displayed balance needs an explanation.
Before you start
- The employee’s enrollment details and the employer’s accepted plan documents.
- The employee’s coverage class, effective date and applicable waiting-period rule.
- The allowance, benefit period and agreed funding arrangement.
- The employer activation instructions or the contact handling your application. Screens and labels may differ from the documented examples.
At a glance
Four checks before benefits are ready
Account access
The employee can reach the intended account.
Coverage
The employee is eligible for the relevant expense date.
Allowance
The correct class, period and available amount are recorded.
Funding
The agreed funding and payment requirements are met.
Confirm that the employer plan is ready
Start with the employer application. Completing self-onboarding and signing the agreement submits the application; review, any applicable invoice or payment, and activation instructions follow. Keep the confirmation and check which action remains outstanding.
The employee’s account should be checked against that accepted plan. Do not announce that benefits are available solely because an application was submitted or an employee record was created.
Check the employee record and access
The employer administrator should confirm that the intended employee is enrolled under the right company and plan. Review any unfinished onboarding or account-access instructions before investigating the benefit amount.
Employees who cannot access the expected account should contact their employer’s benefits administrator. Share the account identifier and the problem through the agreed secure channel so the administrator can check the correct record.
Confirm the coverage date and waiting period
Read the effective date and waiting-period rule in the actual plan. Check the event from which the period is measured and whether the rule uses days or calendar months. Sixty days and two calendar months can produce different dates.
Use an unambiguous date such as 2026-06-01 in the employee’s confirmation. A date or status in an older interface example does not establish when this employee becomes eligible.
Check the class, period and allowance
Match the employee to the intended benefit class and coverage status. Check the allowance against the correct benefit period and the plan’s allocation schedule, including any applicable proration.
A benefit allowance is the limit available under the plan. It is separate from cash deposited by the employer and does not approve every expense. If the displayed amount differs from the employee’s plan information, reconcile the records before recommending a claim.
Review funding and any claim issue
The employer should check the selected funding arrangement and any outstanding payment or administration action. If the concern involves a submitted claim, review its decision and any request for supporting documents as a separate task.
Access to an account does not mean a claim is approved or its bank transfer is complete. Use the claim record and the agreed funding and payment terms to identify what remains.
Resolve the issue and confirm the outcome
If the records do not explain the problem, request an account-specific review through the agreed Wellbytes support channel. Include the relevant plan, employee identifier, expected coverage date, observed issue and the checks already completed.
Once resolved, confirm the coverage date, available benefit and next action with the employee. Keep the explanation with the plan’s administration records so later questions can be checked against the same information.
Keep these checks separate
Use the record relevant to the question rather than interpreting every issue from one status tag.
| Check | What it establishes |
|---|---|
| Account access | Whether the employee can reach the intended account. |
| Coverage eligibility | Whether the person and expense date fall within the accepted plan. |
| Available allowance | The benefit available for the applicable class and period. |
| Funding and payment | Whether the agreed financial and processing requirements have been met. |
Investigate a zero balance
A $0 display needs an account-specific explanation. Check enrollment, coverage dates, class, allowance, period and funding or payment records. An incomplete record, a plan rule or another administrative issue may require review; the display alone does not identify the cause.
Interpret account status with the plan records
Older examples use New, CompletedOnboarding and Active. These historical labels do not establish today’s account state, a guaranteed activation time or a payment commitment. Confirm the meaning shown in the employee’s current account against the accepted plan.
Before you finish
- The employer plan’s activation instructions and outstanding actions have been checked.
- The correct employee, class, coverage date and benefit period are confirmed.
- The available allowance and funding or claim-payment issue have been reviewed separately.
- The employee knows the next action and the contact for unresolved questions.
Resolve a problem
| What you see | What to check |
|---|---|
| The employee can sign in but cannot use the expected benefit. | Check the coverage start, waiting period, class and allowance; access alone does not establish eligibility. |
| The waiting-period calculation looks different from the communicated date. | Recheck the plan’s starting event and whether it counts days or calendar months; confirm the result before changing records. |
| The status or balance still cannot be explained. | Request an account-specific review with the plan details, employee identifier, observed issue and completed checks. |
