4. How to communicate Workride Plus to your team (Examples + 1-Page Employee Education Template)

4. How to communicate Workride Plus to your team (Examples + 1-Page Employee Education Template)

Communication Workride Plus with you team

The key to a successful Workride launch is ensuring your team is well-informed. Before anyone signs up, it’s crucial they understand what the benefit is, how it works, and the key things to consider.

To help you with this, we've pulled together some communication examples and key points below. These are perfect for creating a simple one-page info sheet to give to your participating staff.

Here are a few strategies that have proven to be highly effective:
  1. Announce via Communication:
    Use your internal communication platform or send out an email to introduce Workride to your staff.

  2. Provide Clarity with a Video:
    Include a link to our explainer video so everyone can easily understand what Workride offers. - Link here
    Important: When using the estimator, your employees must select the "Workride Plus" tab to get an accurate calculation, as this version includes the necessary financing and admin costs.


  3. Understanding Workride's Savings Estimator:
    1. Estimate your savings:
      Use Workride’s savings estimator to see the financial impact of your ride benefit. For questions about how salary sacrifice affects you personally, please consult an independent financial advisor. Link to savings estimator
      Important: When using the estimator, your employees must select the "Workride Plus" tab to get an accurate calculation, as this version includes the necessary financing and admin costs.



    2. Quoted ride price:
      Workride is purchasing your ride benefit from your chosen bike shop. A surcharge from the retailer of up to five percent can apply. This typically happens on sale or clearance items, ensuring a sustainable program and ensures you are able to select any bike or e-bike in store. Check with the store if this applies when selecting your ride to ensure the best shopping experience.

    3. Total Benefit Cost:
      Your employer is using our Workride Plus program, which removes all upfront costs and risk for them. To do this, we bundle the necessary financing and administration costs into your benefit, which is a cost of around 10% of the quote ride's price. This is always shown transparently on your quote before you sign anything, and it's what allows your employer to offer you the fantastic 25-59% offset.

Employee Education 1 Pager

Consider developing a concise '1-pager' for all participating employees to inform them about the critical details on Workride.
This document could include essential information about the program and might require employees to acknowledge they've read and understood it. Workride provides a template for this 1-pager, showcasing content commonly used by other employers. This resource helps you address frequent questions upfront and detail any specific internal processes your organization may have.

Our team can provide you with a template PDF like that below: 

An example of what can be contained in a 1-pager employee education document seen below. Also please contact your Workride Account manager for this templated 1-pager:

Overview of Workride:

Workride is a free tool for businesses, designed to enhance employee benefits by providing a ride-to-work program that incentivizes healthier commuting options. Our program handles all administrative tasks on behalf of the employer, ensuring tax compliance and making the process smooth and effortless for both management and participating employees.

With Workride Plus, our fully funded bike benefit, employees can save significantly on their commute through our pre-tax benefit program. Cost offsets range from 25-59% off using Workride Plus. This is determined by the employees personal income situation. This means employees can enjoy substantial savings while opting for healthier transportation options.

Obligations:

Workride is designed for employers to support you in commuting to work using active modes. Therefore, you must predominantly use your ride benefit for riding to and from work. Not adhering to this requirement could lead to personal tax implications.

Early Termination:

If your employment ends before the 12-month lease period, Workride’s friendly exit policy allows you to return the bike for a reasonable fee. At the time of termination, you can request a settlement offer from Workride directly to keep your bike. This process is managed directly with Workride to recover any outstanding lease costs ensuring that you do not lose out on any of your salary sacrifice contributions to date and get to keep your bike.

Insurance:

It is important that you have comprehensive contents insurance for your bike - e-bike to protect against potential damage, theft, or loss. Please inform your insurance provider about your ride's replacement value. Note that for the first 12 months you only hold legal possession of the ride. If you do not have contents insurance please contact Workride who can refer you to our partnering insurance providers. 

Quoted ride price:

Workride is purchasing your ride benefit from your chosen provider. An in-store retailer surcharge for up to five percent can apply, this is typical for rides on clearance or sale. This ensures a sustainable program and allows the retailer to offer all bikes and e-bikes from your chosen store. Check with the store if this applies when selecting your ride.

Understanding Workride's Savings Estimator:

Use Workride’s savings estimator to understand the financial impact of your ride benefit. Ensure to select “Workride Plus” on the estimator. For questions about how salary sacrifice affects you personally, please consult an independent financial advisor.

Total Benefit Cost:

Your employer is using our Workride Plus program, which removes all upfront costs and risk for them. To do this, we bundle the necessary financing and administration costs into your benefit, which is a cost of 10% of the quote ride's price. This is always shown transparently on your quote before you sign anything, and it's what allows your employer to offer you the fantastic 25-59% offset.


Steps to get your Workride benefit
  • Start: Visit Workride.co.nz to begin your registration.
  • Access: Use the organisation-provided password for employee sign-up access.
  • Organisation and office Assignment: During registration, assign yourself to your organisation and specific office.
  • Registration ID: Complete your details to receive a unique ID code.
  • Select Your Ride: Take your ID to any of the 250+ partner stores, choosing your ride with assistance from store staff.
  • Agreements: Review and electronically sign your agreement, this will be communicated via email.
  • Employer Approval: Wait for your employer's approval; Workride then sends you a pick-up code.
  • Pick-Up: The store will contact you when the ride is ready for collection; use your code to when collecting the ride.
  • Lease period: Begins for a 12-month period upon ride pick-up.
  • Next Steps: Workride contacts you at the end of your lease to discuss your ride equipment gifting.

Acknowledgement:
I confirm my understanding and agreement with the terms and responsibilities associated with my participation in the Workride program. I also affirm that I have been provided with adequate information and have had the opportunity to seek clarification and independent advice on any aspects of the program.

Example 1: Internal Communications Post / Short Email

Subject: Exciting News, Team! Workride is here! 🚲

We’re thrilled to announce we're partnering with Workride to make your commute healthier, greener, and more affordable!

Imagine saving 25-59% on your next bike, e-bike, or scooter thanks to tax benefits! With the new Workride Plus program, it's now possible for our organisation to offer this.

Here’s everything you need to know:

Ready to get started? Just reach out to HR for the company password, register online, and kick off your Workride journey!