This article is intended for Works Council (CSE) administrators. With the Gifts and Benefits package, your employees can add dependants to their account via the Personal Profile menu. This allows you to allocate benefits and subsidies according to their family situation, in line with the rules set by your CSE.
The Dependants option is optional and not enabled by default. As an administrator, you can activate or deactivate it at any time from the Employees > Dependants menu. When setting it up, you can request information from the beneficiary, with or without supporting documents.
💡 Responsibility for entered data
The CSE is responsible for the data entered by the beneficiary regarding their dependants. Swile acts as a data processor on behalf of the CSE. The Data Protection Officer (DPO) whom the beneficiary can contact is a CSE administrator.
How can I find the list of my beneficiaries' dependants?
With the Gifts and Benefits package, your beneficiaries can submit requests to add dependants (child and/or partner). You can find these requests in the Employees menu, then the Dependants tab.
On the Dependants page, you can:
- Filter requests by status: Refused, Pending, Approved.
- Search by the beneficiary's or dependant's first or last name.
- Export the list of requests as a CSV file using the Export button.
You can also view a beneficiary's dependants directly on their personal profile:
- Step 1: Go to the Employees menu in the Gifts and Benefits area.
- Step 2: Search for and click on the relevant employee.
- Step 3: Go to the General tab: here you'll find the list of the beneficiary's dependants and you can approve requests from this screen.
How do I approve or reject a request to add a dependant?
As a Gifts and Benefits administrator, you must check each piece of information entered by the beneficiary before approving it. Go to the Dependants tab and click on the relevant dependant: a window will display the information entered by the beneficiary.
Check the supporting documents provided by the beneficiary, then process the request:
- If everything is in order, change the status to Approved to accept the request.
- Change the status to Refused if documents are missing or the information provided is incorrect. If you refuse a request, you must add a comment to inform the beneficiary of the reason. The beneficiary can then edit or delete their request.
The beneficiary will be notified whether their request has been approved or refused. You can also process a request directly from the employee's profile, in the General tab.
How do I take dependants into account in my orders?
With the Gifts and Benefits package, the dependants entered help you adjust your orders according to each beneficiary's family situation:
- For benefits (for example: children's Christmas, back to school): use the dependants entered to determine the types of gift vouchers to credit for each beneficiary, then place your order as usual. For more details on crediting, see the article How do I place a gift voucher order?
- For subsidies: select the dependants directly as recipients of the subsidy.
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