Eligibility and limitations help you control who can access benefits, and how much they can use. Here’s how to set them up in just a few simple steps.
Important: Eligibility and limitations are currently only available on the Vivup platform. This functionality is not yet available on the unified Perkbox platform.
This guide takes you through setting up eligibility and limitations for Vivup clients, step by step, with a video walkthrough at the end.
Setting up eligibility
Eligibility means setting the rules for who can access which benefits. These rules are defined by the client, and we help configure them on the platform.
Step one – Upload user profile data
Start by gathering and uploading user profile data. You’ll use the new employee upload form, which now includes more fields.
Go to Imports and select User Imports from the dropdown
Click Download CSV Create Template to access the form
Go to New User Import to upload data
The file name must include the organisation ID – double check this before uploading
Include the launch date for new organisations, or leave this blank if the organisation is an existing client (their launch date is in the past)
Step two – Select the eligibility criteria you want to use
Once the upload is complete, go to Settings > Eligibility Criteria. From here, select the organisation to view and edit its eligibility criteria.
If your upload included values for certain criteria, those criteria will already be selected.
If your upload includes users with criteria values, those values will appear under the criterion, along with how many users have each value assigned.
Example: If you uploaded user data with job grade 1 and job grade 2, the ‘Job grade’ criterion will be automatically selected, and you’ll see how many users are assigned to each.
To adjust or add criteria:
Go to Edit Organisation Eligibility
Select additional criteria or manually add values if needed
You can also remove values – note that doing so will unassign them from any users they were linked to
Step three – Apply criteria to a benefit
Next, link your chosen criteria to specific benefits.
Go to Manage Benefit Type Eligibility Criteria
Select New Organisation Eligibility Criteria
Choose either All Benefits or a specific product from the dropdown
Select the eligibility criteria (these are pulled from your previous step)
Select the values you want to exclude from that benefit
Important: When you select criteria and values here, you’re excluding those users from the scheme.
Repeat these steps as needed to apply rules across multiple benefits.
At this point, eligibility is configured in the back end – but it won’t show on the front end until you add feature flags (see below).
Setting up limitations
Limitations control what and how much employees can order. They keep things fair and compliant, while reducing ineligible orders.
Note: An active order is one where the number of months since it was placed is less than the order’s term. For example, an order placed 6 months ago with a 12-month term is still active.
Step one – Open limitations for an organisation
Navigate to Entities > Organisation Benefit Limitations
Find the organisation and click Edit
Step two – Add limitations
Click Add New Benefit Limitation
Select the benefit type this applies to
Choose from these limitation types:
£ limit – maximum total value of active orders at one time
% of annual salary – cap based on a percentage of salary
Total active benefit orders – number of active orders allowed
You can set both a £ limit and % annual salary – the lower value will be applied to the user.
Example: An organisation sets a £4,000 limit and a 10% annual salary cap. For an employee earning £30,000, 10% is £3,000, so their limit will be £3,000, not £4,000.
Step three – Apply reducing balance (optional)
In Benefit Limitation Type, tick Reducing Balance if you want limits to reduce over time.
When reducing balance is on, after each payroll period, the balance owed on an active order decreases, giving the employee more headroom to place new orders.
Example: An organisation has a £1,000 limit in place. An employee places a £1,000 order over a 12-month term. Three months later, their liability is £750. With reducing balance on, their available limit is £250. With it off, the full £1,000 counts against their limit until the term ends.
Adding feature flags
Finally, turn on eligibility and limitations for the organisation so rules are applied on the front end.
Go to Settings > Feature Flags
Next to Eligibility and Limitations, select Details
Click Edit Feature Flag
Select Add New Feature Flag Entity
Under Resource Type, choose Organisation
Select the organisation
Click Update Feature Flag to make changes live
Note: In the future, this step won’t be needed. For now, feature flags act as an extra layer of security, so you can complete all setup before enforcing the rules.
Step-by-step video walkthrough
To see these steps in action, watch this internal-only video on how to set up eligibility and limitations for clients on the Vivup platform.