The credit overview page is an essential feature for HR admins to track and manage their organization's credits within WorkFlex. This guide explains how to access and use this page effectively.
Accessing the credit overview page
Follow these steps to access your credit usage information:
Navigate to Company settings: log in to your WorkFlex HR admin account and click Company settings in the left menu under Admin management.
Click Credit overview: select Credit overview in the Company settings list.
View credit usage information: you will be directed to a page displaying your credit usage overview.
Understanding your credit usage information
The credit overview page provides comprehensive insights into your organization’s credit usage. The following information is available:
Package: show the figures for one credit package or for All packages.
Total credit usage: the amount of credit that has been used.
Total allocated credits: the total amount of credit assigned to your organization.
Available credit balance: the balance of unused credit.
Detailed credit usage: specific details on how credits have been used, including:
International business trip credits
Workation inside EU, UK, CH credits
Workation outside EU, UK, CH credits
Domestic trip credits: usage for trips within the payroll country.
Other: credits applied to other services.
Visa: credits used for visa requests.
Assignments: credits for charged assignment services.
Credit usage by month: a chart of the credits used per month.
If you have any questions or want to purchase more credits, reach out to your Customer Success Manager.
Credit packages per entity
If your company has several entities, credit packages can be scoped to specific entities. Each entity can have its own package, or a group of entities can share one package.
Trips are automatically settled against the right package for the traveller's entity.
If no specific package is assigned to an entity, its trips are settled against your company-wide package.
HR admins only see the credit overview for the entities they have access to.
Past packages are still available: select them in the Package dropdown.
Which trips will be counted in credit usage?
Business Trip (BT):
Credits are charged for any trip with a status other than "pending" or "in progress."
If a trip is marked as "completed," "attention," or "visa required" and later cancelled, it will still be charged. However, if a trip is cancelled while in "pending" or "in progress" status, no charges will apply.
Editing or rescheduling a business trip will result in double charges, unless the original trip was "pending" or "in progress." Learn more here.
Workation:
Any fully approved trip will count toward credit usage.
If a trip is fully approved and then rescheduled, credits will be charged for both the original and the new rescheduled trip. The only exception is when the adjustment only involves reducing the number of working days. Learn more here.
Usage breakdown
In the lower section of this page, the Usage breakdown table shows all credit transactions, so you can track the credits charged or refunded over time. Here’s the information you can expect to see:
Request ID: the unique identifier for the request. If credits were charged for a trip, this ID helps you trace the related action.
Usage: the amount of credits that were either charged or refunded.
Requester: the email address of the person who submitted the action.
Employee name: the name of the employee.
Reason: the type of activity that prompted the credit usage, such as "International business travel" or "Domestic workation".
Credit package name: the name of your credit package (assigned by the CSM).
Credit usage date: the date when the credits were used or refunded.
Comment: any additional notes related to the transaction, if provided.
Employment entity: the employment entity linked to the user or request, if applicable.
Department: the department associated with the credit usage, if applicable.
Click Refresh data to load the latest transactions.
Filtering the view
To make navigating the credit usage data easier, click Filter. You can filter the credit history by the following parameters:
Reason: the type of action that triggered the credit usage (e.g., international business travel, domestic workation).
Credit usage date: narrow down results to a specific date range.
Employment entity: view the credit usage of one employment entity.
Department: view the credits associated with one department.
Click Apply to filter the table, or Reset to clear the filters. By using these filters, you can focus on specific transactions or categories, making it easier to manage and review your credit activity.
Exporting an Excel report
For your convenience, you can also click Export to download an Excel report of the credit usage. This report provides a detailed, organized snapshot of the credit activity, which you can save, share, or analyze further offline.
Benefits of the credit overview page
Transparency: gain clear insights into how your credits are allocated and used.
Efficiency: monitor credit usage trends to optimize resource allocation.
Control: stay informed about remaining credits to plan future activities effectively.