How do I create a beneficiary on gift vouchers ?

By creating beneficiaries on the gift vouchers platform, you enable them to access CSE offers on their Swile account 🎁

We explain how to create beneficiaries in this article. Once this action has been completed, you can then credit them : How do I credit my beneficiaries with gift vouchers ?

You have two options:

👉 Create your beneficiaries one by one on the platform : They will have access to CSE offers, but this does not trigger any card orders, regardless of your account configuration.
👉 Create your beneficiaries via a csv file : They will have access to CSE offers. Ordering cards depends on your account configuration (if in doubt, feel free to contact us):

• If you are in charge of ordering cards: Placing an order via the csv file will automatically trigger the ordering of a physical card if your beneficiary doesn't already have one.
• If your beneficiaries need to order their own card on their account: Placing an order via the csv file will unlock the possibility for your beneficiary to order a card themselves on their account, if they don't already have one.

Here is the process in detail:

 

👩‍💻 Add beneficiaries without ordering cards

👉 If you have few beneficiaries to create and want to add them one by one :

1. Click on “+” in the top right-hand corner, then on Beneficiary.

2. Fill in the information (if the employee already has a Swile account via mobility or meal vouchers, for example, you'll need to fill in exactly the same data).

3. Click on Create to confirm

 

👉 If you have a large number of beneficiaries to create :

1. Click on “+” Add in the top right-hand corner, then on Batch import

2. Then select the company you wish to associate beneficiaries with

3. Choose an invitation date so that your beneficiaries can activate their account if necessary

4. Click on Continue, then on Download template

5. Enter your beneficiaries' details in the CSV file:
      1. Civility : Enter “Mr” or “Mrs”.
      2. Role : Indicate “Administrator” or “User”.
      3. Date of birth : in DD/MM/YYYY format

6. Once the CSV file has been completed and saved, import it so that your beneficiaries are immediately created on the platform.

 

👩‍💻 Add beneficiaries via csv file and order cards

1. Go to your administrator space

2. Click on + and Order

3. Select the “Other” event to create a beneficiary and send a card without crediting them.

 

 

4. You will be able to customize the CSV file accordingly to your needs:

- Vendor identifier : Check this box if you need to enter an employee's vendor identifier.
- Invoicing center code: If your company has several invoicing centers (an office in Paris and one in Montpellier, for example). Enter the code associated with this invoicing center in your CSV file. If the address displayed is not correct, please contact your account manager or customer service for modification.
- Collaborator without email : If your company wishes to create collaborators who do not have email addresses. Invitations will be sent by post, to the office or home (please enter the delivery address for these recipients).
- Shipping point code : This column should only be completed if you are responsible for ordering cards for your employees. Depending on your account settings, your employees may have to order their own cards from their Swile account - please contact us if you have any doubts. In this case, you don't need to fill in this column.

For card delivery to the office or home (for office delivery, enter the shipping point code, for home delivery, enter D [for home] and then fill in the recipient's address). If the address displayed is not correct, please contact your account manager or customer service for modification.
- Paper flyer : Leave this option unchecked when creating beneficiaries only.

 

 

5. Click on Download file

6. Fill in your beneficiary's information, as well as the information relating to the fields selected in step 4 (do not fill in the amount column; you will do so when you place your crediting order).

7. Save and drag the file to the appropriate location

8. Customize your order:

- Indicate when the invitations will be sent : The email will only be sent to new beneficiaries. If your beneficiary has an active meal voucher account, for example, he or she will not receive an invitation e-mail. If your employee doesn't have a card and your settings allow them to order their own card on their own account, they will be able to order it from the invitation date set. 
- Indicate a refill date : This is the date on which the cards will go into production.
- Customize the email that sends out your endowment. See our help page if you need to : How to customize gift vouchers order emails ?

9. Click on Continue. The summary is displayed. If all the information is correct, validate your order. If not, click on the small cross in the top right-hand corner.

 

 

💡 Our system will automatically detect beneficiaries in need of a card order and send it directly to the company address or employee's home, depending on your choice.

 

🧐 Finding errors ?

If you receive an error message after import, we'll show you which line contains the error you need to correct. Modify it directly on your file, then save it again to import it.

 

Related article : How do I cancel a gift voucher order ?