Employee benefits administration has become more than just a logistical challenge—it’s a strategic opportunity. But with so many benefits platforms on the market, how can you and make the best choice for your team?

Choosing the right employee benefits platform can significantly impact not only administrative efficiency but also employee satisfaction, productivity, engagement, and retention. 

Whether you’re new to benefits platforms or looking to upgrade, we’ll walk you through what to look for, how these platforms work, and the critical factors to consider during the selection process.

What are employee benefits platforms?

An employee benefits platform is a specialised software solution that automates and simplifies the management of employee benefits programs. These platforms streamline everything from benefits enrolment and tracking to reporting and compliance management. The right platform can dramatically reduce administrative burdens while empowering employees with greater control over their benefits selections.

How employee benefits platforms work

At their core, employee benefits platforms are designed to automate traditionally manual and time-consuming tasks. But these platforms cut down on the administrative burden of benefits, so you can put that time into more strategic initiatives.

Let’s take a look at the functions a great benefits platform can help with:

• Enrolment: Enrolment made easy for administrators or employees themselves, with eligibility rules in mind.
• Automation: Administrative tasks like payroll deductions, changes in benefits during life events (e.g., marriage, birth), and compliance reporting are handled automatically, reducing the workload on HR teams.
• Tracking and reporting: Employers gain real-time insights into who is using which benefits, how much they are costing, and where efficiencies can be gained. This data is invaluable for planning future benefits strategies.
• Access to information: Employees have all the information they need to make confident choices about their benefits, as well as access to documents, policy numbers, and more.
• Greater control: Employees are empowered to manage their own benefits without needing HR intervention for every minor change, boosting their sense of control over personal benefits choices.
• Operational efficiency: By automating benefits administration, HR teams can redirect their time to more strategic initiatives rather than handling repetitive tasks.
• Cost savings: Automated systems reduce errors and inefficiencies, which can lead to substantial savings in administrative costs.
• Employee engagement: A well-managed benefits system that is easy for employees to use can increase engagement, satisfaction, and loyalty, helping with talent retention.
• Global management: For companies with international offices, these platforms can offer a consolidated view of benefits across multiple regions, making it easier to manage compliance and diversity in benefits programs.

Types of benefits that employee platforms manage

The right employee benefits platform can manage almost any benefit, but here are a few basic ones to make sure it can handle:

• Insurances: From medical coverage to disability, critical illness, life insurance, and other insurances such dental or vision 
• Retirement: Manage contributions, matching programs, and complex retirement savings plans.
• Wellness programs: supports a range of wellness initiatives, including mental health services, gym memberships, and financial wellness support.
• Tax advantage programs: support tax-advantaged programs and government schemes which vary significantly country by country such as meal vouchers, commuter, etc. 
• Other benefits: These can include commuter benefits, tech schemes, childcare, education support, and more.

Key considerations when choosing an employee benefits platform

When evaluating employee benefits platforms, it’s important to consider how well the system aligns with your company’s specific requirements. Below are the critical factors to assess to ensure you choose a solution that supports your goals.

1. Online benefits enrolment

The ease with which employees can enrol in and manage their benefits is a crucial feature.

• User-friendly design: The platform should have an intuitive interface that makes benefits enrollment a breeze for employees, regardless of their tech-savviness.
• Customisation: The platform can accommodate a variety of benefits, tailored to your company’s unique offerings and employee demographics, and/or provide a level of customisation for the employees themselves.
• Real-time feedback: The platform should offer immediate updates, showing employees how their selections impact payroll deductions and other financial aspects, creating a more transparent experience.

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2. Employee benefits administration

The platform should simplify and automate the day-to-day administrative tasks involved in managing benefits.

• Automation capabilities: Look for a platform that automates routine tasks, such as payroll deductions, plan changes, and compliance reporting.
• Compliance support: The platform should stay updated with the latest federal, state, and local regulations, ensuring compliance without burdening HR.
• Ongoing support: Does the platform offer robust customer support and training for HR staff, so that they can get the most out of the system?

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3. Reports and analysis

The ability to generate actionable insights from benefits data can help HR leaders refine their strategy and get a clearer picture of exactly how employees are using their benefits.

• Comprehensive reporting: Can the platform generate detailed reports on employee participation, benefit costs, and usage patterns?
• Strategic insights: The system should not just provide data but help HR teams make informed decisions that align with company goals and budgets.

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4. Cost

The financial investment required for a benefits platform is another important consideration.

• Transparent pricing: Ensure that the platform provider offers clear pricing, without hidden fees.
• Ongoing costs: Consider the costs of maintaining the platform, including any potential service fees.
• ROI analysis: Weigh the platform’s cost against the potential savings in time, labour, and error reduction to assess whether it offers a positive return on investment.

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5. Flexibility

In today’s work environment, flexibility is king. Every company’s benefits needs are different, and so are their employees – that’s why it’s vital to choose a platform that can adapt to your team’s needs, instead of going for a one-size-fits-all solution.

• Customisation options: The platform should allow you to tailor the benefits experience to suit your company’s offerings and employee demographics and employee needs.
• Scalability: As your business grows, the platform should be able to scale, whether you’re adding more employees or expanding into new regions.
• Plan variability: Look for systems that can handle various benefits levels and options, ensuring that you can offer flexible and diverse benefits packages to your employees.

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6. Global capabilities

For multinational companies, managing benefits across regions can be challenging, so choose a platform designed for global use.

• Global management: The platform should support benefits administration across different countries, with the ability to navigate various regulatory environments.
• Compliance across borders: Ensure that the platform can handle the compliance requirements in each country where you operate.
• Multilingual capabilities: A global workforce requires a platform that offers multilingual support to accommodate employees in different regions.

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7. Provider compatibility and benefits management

A seamless experience depends on how well the platform integrates with your benefits providers.

• Wide coverage: Ensure that the platform supports the full range of benefits your company offers, from medical insurance to pension plans.
• Seamless integration: The platform should easily integrate with existing benefits providers, ensuring smooth data exchange and updates.
• Self-service options: Employees should be able to manage their benefits independently, reducing the administrative burden on HR.

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8. Integration

The platform’s ability to integrate with your current HR and payroll systems is crucial for a smooth transition and ongoing functionality.

• System compatibility: Make sure the platform works seamlessly with your existing HRIS (Human Resources Information System) and payroll software.
• APIs for customisation: Check for available APIs (Application Programming Interfaces) to allow for customised integrations if needed.
• Data synchronisation: A well-integrated platform will ensure that data flows seamlessly between systems, reducing the chances of discrepancies or delays in benefits administration.

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9. Communications

Clear and effective communication is essential for employees to understand and value the benefits available to them. The right platform should:

• Explain benefits clearly: Employees should be able to easily understand the specifics of each benefit offering, why it’s provided, and how it applies to them.
• Highlight value: Make the value of the benefits offerings visible and easy to comprehend. For example, show how much an employer is contributing to their health insurance or retirement plan.
• Internal communications: The platform should make it simple to update employees on changes, open benefits enrolment windows, and more.

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10. Mobile experience 

Mobile access is no longer optional. Employees expect to manage their benefits on the go.

• Mobile-friendly interface: The platform should offer a smooth and intuitive experience on mobile devices, whether through a responsive web portal or a dedicated app.
• Full functionality: Employees should be able to perform all essential tasks—enrolment, benefit updates, and access to information—via mobile just as easily as on a desktop.
• User experience: The mobile platform must maintain a high-quality user experience, ensuring that it is accessible and simple to use.

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11. Accessibility

A platform that is accessible to all employees, including those with disabilities, is crucial for inclusivity.

• Accessibility guideline compliance: Ensure that the platform is compliant with local accessibility guidelines.
• Cross-device accessibility: Employees should be able to access their benefits from various devices, ensuring that the platform caters to different user preferences and abilities.

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12. Support

A platform that is accessible to all employees, including those with disabilities, is crucial for inclusivity.

Proactive support: The best platforms don’t just wait for problems to arise; they proactively monitor system performance and notify users of potential issues before they become critical. Automated alerts for system updates, compliance changes, or benefit plan deadlines can significantly improve user experience and minimise risk.

Dedicated account management: Platforms offering a dedicated account manager or support representative provide a more personalised and efficient service. Having a go-to person who understands your company’s specific needs can greatly enhance the overall user experience.

Knowledge base and self-help resources: Access to an extensive online knowledge base, FAQs, tutorials, and other resources allows employees and administrators to troubleshoot common issues independently. This reduces reliance on customer service and helps resolve minor issues quickly.

Final thoughts

Choosing the right employee benefits platform can transform how your company manages and delivers employee benefits – from automating routine administrative tasks to providing employees with a flexible, custom experience.

As you evaluate platforms to find the best fit for your team, keep in mind key factors like communication, ease of use, cost, flexibility, and integration capabilities. 

If you’re looking to really give your benefits a boost, get in touch with us today to learn more about how Ben can revolutionise your benefits.