How to add or remove employees from coverage mid-cycle

Adding or removing employees mid-cycle overview

Soda gives you complete flexibility to add or remove employees at any time - even in the middle of a billing cycle. Whether you're hiring new team members, managing departures, or adjusting your coverage, you can make changes instantly from your HR dashboard.

Key benefits:

• Add employees anytime - no need to wait for policy renewal, and no need to reach out to customer support - it's all self-serve and very straightforward
• Remove employees with immediate or scheduled effective dates
• Automatic prorated calculations for limits and fees
• Changes reflected in your next billing cycle
• No penalties or fees for mid-cycle adjustments

Adding employees mid-cycle

When you might add employees:

• New hires joining your company
• Employees becoming eligible for benefits
• Expanding coverage to additional team members
• Re-adding employees who were previously removed

How to add employees mid-cycle:

Step 1: Access the People section

1. Log into your HR dashboard
2. Navigate to the "People" section
3. Click "Add Employee" 

Step 2: Enter employee details

1. Fill in the required information:
   • Full name
   • NRIC number
   • Date of birth
   • Gender
   • Email address
   • Plan assignment
2. Review and confirm details
3. Click "Save" or "Add Employee"

Step 3: Employee activation

• Employee receives welcome email immediately
• They can activate their account right away
• Benefits become available as soon as they complete sign-up
• No waiting period required

What happens to billing:

Platform fees:

• Can be adjusted in the next billing 

Deposit:

• You may need to top up your security deposit. If that is the case, you will see a pop-up with all the information

Benefits usage:

• Employee can use benefits immediately after activation
• Any claims they submit are included in your monthly invoice
• No retroactive charges for the period before they were added

Removing employees mid-cycle

When you might remove employees:

• Employee resigns or is terminated
• Employee goes on long-term leave
• Employee no longer eligible for benefits
• Temporary suspension of coverage

How to remove employees mid-cycle:

Step 1: Access people list

1. Log into your HR dashboard
2. Go to the "People" section
3. Find the employee you want to remove in the list

Step 2: Initiate deactivation

1. Click the three dots (⋯) menu icon next to the employee's name
2. Select "Deactivate user" from the dropdown menu
3. A confirmation modal will appear

Step 3: Choose the effective date

The "Deactivate user" modal gives you two options:

Option 1: Today (Immediate removal)

• Employee loses access immediately
• Benefits stop right away
• Platform fees stop from next billing cycle
• Any pending claims submitted before removal are still processed

Option 2: On a specific date (Scheduled removal)

• Select a future date using the date picker
• Employee continues to have access until the selected date
• Benefits remain active until the effective date
• Platform fees continue until the effective date
• Useful for planning departures or end-of-employment dates

Step 4: Review and confirm

1. Click "Yes, Deactivate" to confirm
2. Click "Cancel" if you want to keep the employee active

What happens after removal:

Immediate effects:

• If removed today: Access revoked immediately
• If scheduled: Alert banner appears in People section showing scheduled deactivation
• Employee status changes to show "Active till [date]" if scheduled, or "Inactive" if immediate

Benefits and claims:

• Employee can use benefits until the effective date (if scheduled)
• After effective date, they lose access and cannot make new claims
• Claims submitted before the effective date are still processed
• Unused annual limit does not transfer or carry over

Understanding billing cycle adjustments

How mid-cycle changes affect billing:

Adding employees:

• Platform fee adjusted with the next invoice
• Benefits usage charged as it occurs
• No retroactive charges for period before addition

Removing employees:

• Platform fee adjusted with the next invoice
• Benefits usage charged only up to effective date
• No charges for period after removal

Billing cycle calculation:

• Your billing cycle is based on your policy go-live date
• Example: Policy activated on January 15, billing cycle is 15th to 14th of each month
• Mid-cycle changes are prorated based on days in the current cycle
• All adjustments appear on your next monthly invoice

Re-adding employees

Can employees be re-added?

Yes, employees can be re-added after being removed, but there are important considerations:

What happens when re-adding:

• Employee receives new welcome email
• Must activate their account again
• New prorated limit calculated based on remaining months
• Previous unused limit does not carry over
• Platform fees resume from addition date

Important notes:

• Waiting periods may apply (check your plan terms)
• New terms may apply if plan has changed
• Previous claims history may not transfer
• Treated as a new employee for limit calculations

How to re-add:

1. Go to "People" section
2. Click "Add Employee"
3. Enter employee details (same or updated information)
4. Assign to appropriate plan
5. Employee receives welcome email
6. They activate account and benefits resume