How to Create and Manage an Information Collection on the Gifts and Benefits Offer

You can create a collection directly when setting up a custom criterion on the Swile Gifts and Benefits offer.

1. Step 1: Go to Employees > Criteria > Create a criterion > Custom criterion.

   

2. Step 2: Select Collect information and supporting documents from beneficiaries.

   

3. Step 3: The collection form will open. You must complete it to finish creating the collection: follow the steps described in the question “How do I fill in the collection form?” below.

You can also create a collection at any time from the page of an existing criterion on the Swile Gifts and Benefits offer.

1. Step 1: Go to Employees > Criteria.
2. Step 2: Click on the desired criterion.
3. Step 3: Go to the Collection sub-tab.
4. Step 4: Click on Create a collection.
5. Step 5: The collection form will open. You must complete it to finish creating the collection: follow the steps described in the question “How do I fill in the collection form?” below.

Whichever method you use to create the collection (from an existing criterion or when creating a new one), a form will open for you to fill in the necessary details for your collection. This form is completed in three steps.

1. Step 1: On the Collection screen, set out your request, then click Continue:

   • Write the question you want to ask your employees (for example: what is your taxable income?).
   • Explain why you are collecting this information and what happens if they do not provide it.
   • Attach any documents for your employees if needed.
   • Ask your employees to provide a supporting document if required (for example: proof of address).

   

2. Step 2: On the Dates and instructions screen, set up the collection, then click Continue:

   • Enter the period during which your employees can respond to the collection. After this date, they will no longer be able to provide the information. The end date is optional.
   • Choose whether you want to notify your employees by email and/or via a notification on the mobile app.
   • Indicate whether you want to validate the responses or not:
     • If yes: in your admin area, you will approve requests by checking the information provided by your employees.
     • If no: requests will automatically be marked as Approved without any checks from you.

   

3. Step 3: On the Summary screen, check the details you have entered. If everything is correct, click Create collection.

You can edit an existing collection at any time from the relevant criterion on the Swile Gifts and Benefits offer.

1. Step 1: Go to Employees > Criteria.
2. Step 2: Click on the desired criterion.
3. Step 3: Go to the Collection sub-tab.
4. Step 4: Click on the pencil icon to the right of the collection.

You can close an ongoing collection at any time from the relevant criterion on the Swile Gifts and Benefits offer.

1. Step 1: Go to Employees > Criteria.
2. Step 2: Click on the criterion.
3. Step 3: Go to the Collection sub-tab.
4. Step 4: Click on Close collection.

You can archive a collection from the relevant criterion on the Swile Gifts and Benefits offer.

1. Step 1: Go to Employees > Criteria.
2. Step 2: Click on the criterion.
3. Step 3: Go to the Collection sub-tab.
4. Step 4: Click on Archive.

If not all your employees have submitted their supporting documents, you can send them a reminder from the relevant criterion on the Swile Gifts and Benefits offer.

1. Step 1: Go to Employees > Criteria.
2. Step 2: Click on the criterion.
3. Step 3: Go to the Collection sub-tab.
4. Step 4: Click on Send reminder.

You can track the response rate of a collection from the relevant criterion on the Swile Gifts and Benefits offer.

1. Step 1: Go to Employees > Criteria.
2. Step 2: Click on the criterion.
3. Step 3: Go to the Collection sub-tab.
4. Step 4: Check the response rate, available as both a number and a percentage.