Step by step guide to Stebby onboarding

Every Stebby company setup starts with a personal account for the administrator. This account will be used to manage your company’s group and settings..

Step 1: Create Your Personal Stebby Account

1. Go to the Stebby website ([link to your website]).
2. Click on “Sign up”

• Reccomended: Use Google or Apple for a quick and easy setup.
• Alternatively, you can sign up using your email address and create a password..
• Verify Your Email Address Check your email inbox for a verification message from Stebby and click the verification link in the email. This is crucial to activate your account

Now that your personal account is ready, let’s create your company’s group within Stebby.

Step 1: Navigate to Create a New Group

1. Log in to your newly created Stebby account.
2. In the top right corner, click on your name/profile icon.
3. From the dropdown menu, select “Create new group“.

Step 2: The Group Setup Wizard – Let’s Walk Through It

You’ll now see a guided setup. Here’s how to navigate it for the best results:

• Select Group Type: Choose “Employer“. This designates your group as a business providing benefits.
• Company Legal Name: Enter your company’s official registered name.
• Your First Employee: The wizard may ask who your first employee is.
  • Tip: If you’re unsure or just setting things up, you can usually skip this step for now and add employees later.
• Initial Compensation Plan:
  • The wizard might suggest common plans like €33/month or €100/quarter. These are just examples.
  • Important: We’ll be setting up your actual detailed compensation plan in the next phase. For now, you can skip, as we’ll refine this shortly.
• Choosing Categogories:
  • The wizard will ask you to select service categories.
  • Our Recommendation: Skip this step. We advise setting up categories later. Making choices here might create a temporary plan that isn’t quite right.
• Cost Calculation Preview: The wizard will show a summary of potential costs. Remember, this will change once we configure your plan properly.
• Summary & Close Wizard: You can now close the wizard.

Takeaway for the Wizard: Don’t worry about getting the compensation plan perfect within the wizard itself – we’ll handle that with more precision in the next steps! Our goal here is just to get the company group created.

Now that your company group is created, let’s fill in all the necessary administrative, billing, payment method details, and learn how to add funds. Accurate information and understanding the funding process are vital for smooth operations.

Step 1: Navigate to Your Group’s Settings

1. Log in to your Stebby account.
2. In the top right corner, click on your name/profile icon.
3. A dropdown menu will appear. Click on the name of the company group you just created (or want to edit).
4. You should now be on the dashboard for that group. Look for a “Settings” option in the top menu bar of the group’s interface and click on it.

Step 2: Fill Out “General Settings”

This section covers basic identification and contact information.

• Profile name *: How your company appears in Stebby. Legal name or brand name.
• Contact e-mail address: For important Stebby updates and admin notifications.
• Phone number: (Optional) Direct contact number.
• Country, Address, City, Postal code: Your company’s location details. Use legal address.
• Website: (Optional) Your company’s official website.

Action: After filling in, click “Save” in the “General settings” section.

Step 3: Complete “Billing Details”

Accurate billing information is essential.

• Billing company name: Must be your company’s official legal name.
• Payment deadline for automatic invoices (days): Set payment term. Stebby uses prepayment. These invoices often reflect used services or suggest top-up amounts for your prepaid balance.
• Company’s country of registration, Registration nr., VAT nr.: Official business registration details.
• Purchase order number: (Optional) For your internal tracking.
• Billing address is different from physical address: Check and fill if applicable.
• I want to receive PDF invoices via email: Check for PDF invoices.

Action: After completing, click “Save” in the “Billing details” section.

Step 4: Configure “System Settings”

• The default language for invoices and new users in group: Choose primary language.
• Company identifier in URL: Unique URL slug for your company.
• Show up in search: Enable if you want employees to find your company and request to join. Recommended for discoverability.

Action: After configuring, click “Save” in the “System settings” section.

Step 5: Select Your Company Payment Method

This determines how automated deposit invoices are managed. Navigate to “Payment Method” in Settings.

• None: Full manual responsibility to monitor balance.
• Estimated amount based on past usage: Invoice based on past activity. Input “Send me the deposit invoice in the following sum”.
• Secure method: Invoice corresponds to total compensation offered. Input “Send me the deposit invoice in the following sum”.
• Personal responsibility: Set thresholds: “Send invoice when balance drops below” and “Send invoice in the following sum”.

Action: Select your preferred method, configure amounts, and save.

Step 6: Manually Adding Money to Your Company Account (Initial Funding & Top-ups)

Navigate to “Add money” (usually on the left side menu).

1. Choose amount *: Enter the sum to add.
2. Note the important notice about deposit invoices.
3. Option A: Request a Deposit Invoice for Bank Transfer
   • Review “Regular payment info” (Stebby’s bank details).
   • Enter email for “Email deposit invoice to”.
   • Click “Send deposit invoice“. Pay via bank transfer using invoice details.
4. Option B: Use Instant Payment
   • Click “Or use instant payment” for immediate online bank payment.

This is essential for initial funding and manual top-ups.

Define the actual compensation plan(s) for your employees: budget, period, and service access.

Step 1: Access Compensation Plan Settings

1. From your group dashboard, navigate to “Compensation Plans” or “Benefit Settings”.
2. Click “Create New Compensation Plan”.

Step 2: Define Your Plan Details

• Plan Name: Clear, descriptive name (e.g., “All Employees Standard”).
• Usage Percentage: Recommended: 100%. Control budget via total amount.
• Compensation Type: Recommended: Limited (specific budget for a period).
• Compensation Period & Amount:
  • Period Length: Recommended: Quarterly (3 months).
  • Start Date: 1st day of current/next quarter.
  • Amount Per Period: Your defined budget (e.g., €100/quarter).
• Account Balance Logic:
  • Option A: Balance raised to sum (top-up).
  • Option B: Sum added to existing balance (roll-over + new).
• Service Categories: STRONGLY Recommend: Select “Allow to buy tax-exempt services only“.
• Accept Receipts: (Optional) Allows reimbursement for external purchases. Consider disabling initially for simplicity if unsure about tax rules.
• Default Compensation Plan: Check if this is the primary plan for new employees.

Step 3: Save Your Compensation Plan!

Click “Save” or “Create Plan”.

Add your employees so they can start using their Stebby benefits!

Step 1: Navigate to the Employee Management Section

1. From your Company Group dashboard, click on “Employees” in the main menu.

Step 2: Choose Your Method for Adding Employees

Option A: Adding Employees Individually

1. Click “Add new employee“.
2. Fill in the form:
   • Personal data: First Name\*, Last Name\*, Email\*, Resident country, Personal ID code\*, “User is from a different country than company”.
   • Compensation plan: Select plan.
   • Role and labels: User role, optional Labels.
   • Bookkeeping values: Optional Dim 1, Dim 2, Dim 3.
3. Click “Save“. Employee gets notified.

Option B: Importing Employees from a File (Bulk Add)

1. Click “Import from file“.
2. “Download template CSV file“.
3. Fill the template with employee data (first_name, last_name, email, pin, phone).
4. Upload the completed CSV file.
5. Follow on-screen import prompts. Employees get notified.

Option C: Employees Requesting to Join

(If “Show up in search” is enabled in Phase 3, Step 4)

1. Navigate to “Employees” section, then “Requests” or “New requests” tab.
2. For each request: Click “Accept” (and assign to a plan) or “Decline“.

Step 3: Post-Addition Checks

• Review employee list for accuracy and plan assignments.
• Communicate with employees about their new Stebby access.

Important Note on Personal ID Codes.

This phase focuses on the ongoing strategy for managing your company’s funds within Stebby.

• Understanding Stebby’s Prepayment Model.
• How Employee Spending and Service Fees Are Deducted.
• Monitoring Your Company Account Balance.
• Reconciling Invoices with Payments.
• Importance of Maintaining a Positive Balance (refer to Phase 3, Steps 5 & 6 for funding methods).

Once everything is set up and employees are added, you’re ready to launch!

• Communicating Stebby to Your Employees: Welcome emails, internal announcements, how-to guides.
• Monitoring Usage and Funds: Check reports and account balance.
• Ongoing Administration: Managing new hires, leavers, plan changes.
• Utilizing Reporting Features: Understand benefit trends and ROI.