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Admin Guide

🤖 Explain with AI

This guide provides administrators with comprehensive instructions for managing the 4Geeks Perks platform effectively.

Admin Dashboard Overview

The Admin Dashboard is your central hub for monitoring and managing all aspects of your perks program.

Accessing the Dashboard

  1. Log in to the 4Geeks Console
  2. Navigate to Perks > Admin Dashboard

Dashboard Sections

Summary Cards

At the top of the dashboard, you’ll see key metrics: - Total Employees: Number of employees enrolled in perks - Active Perks: Number of perks currently enabled - Monthly Budget: Total budget allocated for the current month - Budget Used: Percentage and amount of budget consumed - Wallet Balance: Total points available across all employee wallets - Redemptions This Month: Number of perk redemptions

Recent Activity Feed

Shows the latest perk redemptions, wallet transactions, and employee enrollments in real-time.

Quick Actions

Shortcuts to common administrative tasks: - Add employee - Allocate wallet points - Enable/disable perks - Generate reports - View analytics

User Management

Viewing Employees

  1. Go to Perks > Employees
  2. The employee list shows:
  3. Name and email
  4. Department
  5. Employment type
  6. Wallet balance
  7. Active perks

  8. Last activity date

  9. Use filters to narrow the list:

  10. Department
  11. Employment type
  12. Perk enrollment status
  13. Wallet balance range

Adding Employees

Single Employee: 1. Click Add Employee 2. Fill in required fields: - First name, last name - Email address - Department - Employment type - Start date 3. Optionally assign: - Manager - Specific perk eligibility - Initial wallet points 4. Click Save

Bulk Import: 1. Click Import Employees 2. Download the CSV template 3. Fill in employee data 4. Upload the file 5. Review and confirm the import

See detailed import instructions in Getting Started

Editing Employee Details

  1. Click on an employee’s name in the list
  2. Modify any field
  3. Click Save Changes

Deactivating Employees

When an employee leaves the company:

  1. Go to Perks > Employees
  2. Select the employee
  3. Click Deactivate
  4. Choose what happens to their wallet:
  5. Forfeit balance: Points are removed
  6. Transfer to manager: Points move to their manager’s wallet
  7. Hold in account: Points remain frozen for potential rehire
  8. Confirm deactivation

Note

Deactivated employees lose access to the perks platform immediately but their transaction history is preserved for reporting.

Reactivating Employees

  1. Go to Perks > Employees > Inactive
  2. Select the employee
  3. Click Reactivate
  4. Update any changed information
  5. Restore wallet balance if needed

Perk Configuration

Enabling and Disabling Perks

  1. Go to Perks > Catalog
  2. Find the perk you want to modify
  3. Toggle the switch to enable or disable
  4. Click Save

Configuring Individual Perks

Each perk has specific configuration options:

General Settings

  • Perk name: Display name for employees
  • Description: Brief explanation of the perk
  • Category: Transportation, Restaurant, Wellness, etc.
  • Icon: Visual representation

Eligibility Rules

  • Employee types: Full-time, part-time, contractors
  • Departments: Specific teams or all departments
  • Locations: Office-specific perks
  • Tenure requirements: Minimum employment duration
  • Manager approval: Whether manager approval is required

Budget Settings

  • Subsidy type:
  • Fully covered by company
  • Percentage subsidy (e.g., 80% company, 20% employee)
  • Fixed amount per transaction
  • Limits:
  • Daily limit
  • Weekly limit
  • Monthly limit
  • Annual limit
  • Rollover: Whether unused amounts carry over

Redemption Settings

  • Redemption method:
  • RFID card
  • Mobile app
  • Web portal
  • Voucher code
  • Vendor restrictions: Approved locations or partners
  • Time restrictions: Available hours or days

Setting Up Perk Approval Workflows

For perks that require manager approval:

  1. Go to Perks > Catalog > [Perk Name] > Approval Settings
  2. Enable Require approval
  3. Choose approval level:
  4. Direct manager: Employee’s assigned manager
  5. Department head: Head of employee’s department
  6. HR admin: Designated HR administrator
  7. Custom approver: Specific person
  8. Set approval timeout (auto-approve after X days)
  9. Configure notification preferences

Managing Perk Vendors

For perks involving external vendors:

  1. Go to Perks > Vendors
  2. Click Add Vendor
  3. Fill in vendor details:
  4. Company name
  5. Contact information
  6. Service category
  7. Payment terms
  8. Integration method (API, manual, POS)
  9. Upload vendor agreement (optional)
  10. Click Save

Wallet Management

Viewing Wallet Overview

  1. Go to Perks > Wallet > Overview
  2. See:
  3. Total points allocated
  4. Total points redeemed
  5. Total points remaining
  6. Average balance per employee
  7. Top users by redemption

Allocating Points

One-Time Allocation: 1. Go to Perks > Wallet > Allocate Points 2. Choose allocation method: - Individual employee: Select specific employee - Department: All employees in a department - All employees: Company-wide allocation 3. Enter point amount 4. Add a note (e.g., “Q4 performance bonus”) 5. Click Allocate

Recurring Allocation: 1. Go to Perks > Wallet > Recurring Allocations 2. Click Create Schedule 3. Configure: - Frequency (weekly, monthly, quarterly) - Amount per cycle - Eligible employees - Start date - End date (optional) 4. Click Save Schedule

Adjusting Point Values

  1. Go to Perks > Wallet > Settings
  2. Modify the point-to-currency ratio
  3. Click Save

Warning

Changing the point value affects all existing balances. Plan carefully and communicate changes to employees in advance.

Handling Lost or Stolen Cards

  1. Go to Perks > RFID Cards > Manage
  2. Search for the employee
  3. Click Deactivate Card
  4. The wallet balance is preserved
  5. Order a replacement card
  6. Assign the new card to the employee
  7. The balance transfers automatically

Budget Management

Setting Budgets

  1. Go to Perks > Budget > Settings
  2. Configure:
  3. Monthly budget: Total amount for all perks
  4. Per-perk budgets: Individual limits for each perk category
  5. Per-employee budgets: Maximum per employee
  6. Rollover policy: Whether unused budget carries over
  7. Click Save

Monitoring Budget Usage

  1. Go to Perks > Budget > Dashboard
  2. View:
  3. Budget consumption by perk
  4. Budget consumption by department
  5. Projected end-of-month spending
  6. Alerts for approaching limits

Setting Budget Alerts

  1. Go to Perks > Budget > Alerts
  2. Create alert rules:
  3. Threshold: Alert at 75%, 90%, 100% of budget
  4. Recipients: Who receives notifications
  5. Frequency: One-time or recurring
  6. Click Save

Reporting

Standard Reports

Access pre-built reports at Perks > Reports:

  • Usage Report: Perk redemption frequency and trends
  • Budget Report: Spending analysis by category and department
  • Employee Engagement: Adoption rates and participation metrics
  • Wallet Report: Point allocation and redemption summary
  • Vendor Report: Vendor performance and utilization
  • ROI Report: Return on investment calculations

Generating Custom Reports

  1. Go to Perks > Reports > Custom
  2. Select report type
  3. Choose date range
  4. Apply filters:
  5. Department
  6. Perk type
  7. Employee group
  8. Location
  9. Select output format:
  10. PDF
  11. CSV
  12. Excel
  13. Click Generate

Scheduling Reports

  1. Go to Perks > Reports > Scheduled
  2. Click Create Schedule
  3. Configure:
  4. Report type
  5. Frequency (daily, weekly, monthly)
  6. Recipients (email addresses)
  7. Format
  8. Click Save

System Settings

Company Profile

  1. Go to Perks > Settings > Company Profile
  2. Update:
  3. Company name
  4. Logo
  5. Contact information
  6. Address
  7. Timezone
  8. Currency
  9. Click Save

Notifications

Configure email and in-app notifications:

  1. Go to Perks > Settings > Notifications
  2. Set preferences for:
  3. Employee enrollment confirmations
  4. Wallet allocation notifications
  5. Redemption confirmations
  6. Budget alerts
  7. Approval requests
  8. Low balance warnings
  9. Choose delivery method (email, in-app, or both)
  10. Click Save

Branding (Premium Only)

Customize the employee-facing platform:

  1. Go to Perks > Settings > Branding
  2. Configure:
  3. Primary color scheme
  4. Custom logo
  5. Welcome message
  6. Custom domain (optional)
  7. Email templates
  8. Preview changes
  9. Click Save

Integrations

Connect with external systems:

  1. Go to Perks > Settings > Integrations
  2. Available integrations:
  3. HR Systems: BambooHR, Workday, Gusto, etc.
  4. Payment Gateways: Stripe, PayPal, etc.
  5. IoT Devices: Vending machines, coffee stations, parking systems
  6. Communication Tools: Slack, Microsoft Teams
  7. Follow setup instructions for each integration

Learn more about IoT integrations

Role-Based Access Control

Admin Roles

  • Super Admin: Full access to all features
  • HR Admin: Employee management, perk configuration, reporting
  • Finance Admin: Budget management, wallet allocation, financial reports
  • Facility Admin: IoT devices, vendor management, facility perks
  • Manager: Approve perk requests for their team, view team reports

Managing Admin Access

  1. Go to Perks > Settings > Admin Users
  2. Click Add Admin
  3. Select user (must be an existing employee)
  4. Assign role
  5. Set custom permissions (optional)
  6. Click Save

Custom Permissions

For granular control:

  1. Go to Perks > Settings > Permission Sets
  2. Click Create Permission Set
  3. Name the set (e.g., “Budget Viewer”)
  4. Toggle individual permissions:
  5. View employees
  6. Edit employees
  7. View perks
  8. Configure perks
  9. View budget
  10. Manage budget
  11. View reports
  12. Generate reports
  13. Manage wallet
  14. Manage vendors
  15. Click Save
  16. Assign to admin users

Troubleshooting

Common Issues

Employee can’t log in: - Verify email address is correct - Check if employee is active - Resend invitation email

RFID card not working: - Confirm card is activated - Check card assignment in system - Verify RFID reader is functioning - Test with another card

Wallet balance not updating: - Check for pending transactions - Verify redemption was approved - Review transaction history for errors

Perk not showing for employee: - Check eligibility rules - Verify employee meets requirements - Confirm perk is enabled - Review department/location restrictions

Getting Support

Next Steps

Still questions? Ask the community or explore tutorials