An office cabinet can be a place for employees to use company benefits, but the programme comes first. Is the company welcoming new starters, marking birthdays, recognising a contribution or setting aside a budget for a team meeting? Those are different occasions, even when employees use the same app and cabinet.
There is no need to begin with an assumption that the company will fund every purchase. HR defines the employee experience, finance explains the records it needs and the operator describes the cabinet service. MoiPass provides an employee app and a company management area within that discussion. Equipment, funding arrangements and company programmes remain separate decisions.
In this guide
Pick a useful starting point
Choose an occasion employees will understand, such as their first week or a team celebration. It becomes easier to discuss access and budgets when the purpose is clear. If you need different arrangements for particular groups, check the proposed installation in a demo rather than assuming every rule you can describe is already supported.
MoiPass programmes include welcome and birthday credits, recognition budgets, colleague treats, pay-it-forward items and shared company budgets. Explore them on the employee app page. A feature list is a starting point for a conversation; agree which programmes will actually be enabled for your company and who will administer them.
Agree who does what
HR manages employee access, the purpose of the programmes and internal communication. The operator handles the product range, replenishment and service around the cabinet. Agree who replies when an employee reports a product problem. Being able to send a report does not mean that a refund is automatic or that the issue has already been resolved.
Review the HR portal with the people who will use it. Employee lists, bulk imports, shared budgets and period records serve different tasks. Decide which users need permission and how access is removed when someone leaves. The public portal page is a product description, not a publicly accessible collection of your employee records.
Try the employee journey
Do more than watch the company settings in a demo. Open the product list as an employee, check a price, review cabinet access and find the receipt afterwards. Then return to that purchase from history. These steps explain the relationship between a benefit and a purchase more clearly than a slide about the programme.
Do the same for a colleague treat or a pay-it-forward item. Ask what the sender sees, how the item is collected and how the transaction appears in history. Notifications bring treats, announcements, polls and allowance updates together. Review the proposed flow with example data and keep actual employee information out of demonstration material.
Include finance from the start
Finance may need period and department spending records and a CSV file for payroll preparation. Agree the period, how corrections are tracked and who checks the export. A downloadable file is not evidence of a direct integration with every payroll system. Make the handover clear before the first reporting deadline.
A company programme is also not proof of eligibility for a particular tax treatment. Decide what to offer separately from how your finance team will account for it. A product demo cannot establish that legal conclusion. Set the budget for your own workforce rather than adopting an illustrative amount from someone else’s programme.
Start with the cabinet you have
MoiPass’s existing connection described here is with Selfly Store. If you use another fridge or vending model, share the details before assuming support. Review the current connection and the operator offering. An HR team can bring its first programme to the same conversation. Ask for a demo to review the employee journey, company settings and period records together.