How to update the employees eligibility file at the HR Portal?

The Gympass eligibility file is the list of employees from your company that are eligible to enjoy the Gympass benefit. This list can be easily updated in our system through the HR Portal.

We recommend that you update your database at least once a month to ensure we have the most current and accurate information in our system. It is important to keep the list updated to ensure that new employees can access Gympass and former employees no longer have access to the benefit.

Remember you can also add or remove single employees when needed

Adding Employees
  1. Log in to the HR Portal. If you are already logged in, click your name in the upper right corner and select HR Portal.
  2. In the Eligible Management section, click Add a contributor and fill out the required fields.
  3. Within 30 days, the employee will receive a welcome email and will be able to activate a plan.
Removing Employees
  1. Log in to the HR Portal. If you are already logged in, click your name in the upper right corner and select HR Portal.
  2. In the Eligible Management section, locate the name of the employee you wish to remove.
  3. Click on the 3 dots next to the name and select Remove.

If the employee has an active plan at the time of removal, the plan will continue to be available at your rates until the employee’s next billing date.

This is particularly important if your employees’ payment method is payroll deduction. In fact, if they are not removed before the next billing cycle, you will also be billed for employees that have left the company.

Upload or update your entire employee database at once
  1. Login to the HR Portal and click on Eligibles upload in the top menu.
  2. Then, select the company you wish to update and download the template file and complete it with your employee information (email, number, full name, and department — the last two are optional).
  3. At this point, you just need to upload the file into the portal. Please make sure it's in .CSV format.

You can check the status of your update at any time by checking the Status column.

If you have any questions, please contact us by submitting a request here or clicking on the chat icon headerBot.png aside.

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The Gympass eligibility file is the list of employees from your company that are eligible to enjoy the Gympass benefit. This list can be easily updated in our system through the HR Portal.

We recommend that you update your database at least once a month to ensure we have the most current and accurate information in our system. It is important to keep the list updated to ensure that new employees can access Gympass and former employees no longer have access to the benefit.

Remember you can also add or remove single employees when needed

Adding Employees
  1. Log in to the HR Portal. If you are already logged in, click your name in the upper right corner and select HR Portal.
  2. In the Eligible Management section, click Add a contributor and fill out the required fields.
  3. Within 30 days, the employee will receive a welcome email and will be able to activate a plan.
Removing Employees
  1. Log in to the HR Portal. If you are already logged in, click your name in the upper right corner and select HR Portal.
  2. In the Eligible Management section, locate the name of the employee you wish to remove.
  3. Click on the 3 dots next to the name and select Remove.

If the employee has an active plan at the time of removal, the plan will continue to be available at your rates until the employee’s next billing date.

This is particularly important if your employees’ payment method is payroll deduction. In fact, if they are not removed before the next billing cycle, you will also be billed for employees that have left the company.

Upload or update your entire employee database at once
  1. Login to the HR Portal and click on Eligibles upload in the top menu.
  2. Then, select the company you wish to update and download the template file and complete it with your employee information (email, number, full name, and department — the last two are optional).
  3. At this point, you just need to upload the file into the portal. Please make sure it's in .CSV format.

You can check the status of your update at any time by checking the Status column.

If you have any questions, please contact us by submitting a request here or clicking on the chat icon headerBot.png aside.

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