Keeping your employee list current ensures accurate billing and that only eligible members have access to benefits. If you have Admin or Operations roles, you can add, remove, or replace employees through the Wellhub for Companies portal.
Best Practices
To avoid undue charges, we recommend updating your list regularly.
- Adding employees: Triggers an automatic invitation email. Learn how to manage your invitation settings.
- Removing employees: Immediately revokes the employee's corporate benefit.
Choose your update method
You can add employees via a bulk spreadsheet upload or individually.
Option A: Import via Spreadsheet (Recommended for multiple additions)
- Go to Employees Update employees.
- Select Import from a spreadsheet. (If you have multiple companies, select the specific one).
- Choose Add employees.
- Download the model spreadsheet, fill it with your new hires' data, and upload the file.
- Review the final count and click Confirm and import.
Option B: Add one at a time
- Go to Employees Update employees.
- Select Add one at a time.
- Fill out the employee's information and confirm.
Note for Wellhub+ Customers
If your company subsidizes plans for specific groups (Wellhub+), you cannot use the "One at a time" method. You must add employees via Import from a spreadsheet.
Removing an employee immediately revokes their corporate benefit eligibility.
Made a mistake? We can help
If you've removed an employee with an active account by mistake, don't worry. If you re-add the employee to your eligibility list with the same eligibility key within 30 days, our system will automatically attempt to restore their original subscription and benefits.
Option A: Remove via Spreadsheet (Bulk)
- Go to Employees Update employees.
- Select Import from a spreadsheet.
- Choose Remove employees.
- Download the model spreadsheet, fill it with the employees to be removed, and upload.
- Security Check: Depending on how many people you are removing, you may see a security prompt (see Understanding Security Checks below).
- Confirm the removal.
Option B: Remove one at a time
- Go to the main Employees list.
- Search for and select the specific employee.
- Click Remove, read the confirmation prompt, and confirm.
💡 What happens to the employee's plan? When an employee with an active account is removed from the list and not re-added within 30 days, their plan will remain active, but they will be moved to a different pricing tier.
Handle with care
This action simultaneously adds and removes employees to match the file you upload exactly. Any employee NOT on your new file will be removed immediately. This action cannot be undone.
How to replace the list:
- Go to Employees Update employees.
-
Select Import from a spreadsheet.
💡 If you want to update all your companies simultaneously, select "All companies" in the top-left dropdown before starting. - Select Replace your current list.
- Check the warning box to proceed.
- Download the model spreadsheet, fill it with your entire active employee base, and upload.
- Security Check: You will likely encounter a security verification step here.
- Review the summary of changes (New vs. Removed) and confirm.
⚠️ The monthly amount paid by the company may increase proportionally to the number of employees on the new list, as defined in your contract. Learn more about how companies pay in this article.
Status & Troubleshooting
You can check if a file is processed successfully by going to the Employees menu and clicking Upload history. To see who was recently removed, click the Removed filter.
To protect your account, significant changes to your list (Removals or Replacements) trigger a safety mechanism:
- Low-risk: Simply review the summary and click confirm.
- Moderate-risk: You must type a specific confirmation phrase to proceed.
- High-risk: The update is paused and sent to the Wellhub team for manual review. You will receive an email approval/rejection shortly.