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

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

Communication Workride with you team

A key part of ensuring your staff are informed when they decide to use Workride is being informed about what it is, how it works, and some key points to consider. 

Workride help you with this with some examples below, aswell as a key points that you can use on you 'employee education 1-pager' that you might consider giving to each participating staff. Here are some key strategies:
  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


  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



    2. Quoted ride price:
      Workride is purchasing your ride benefit from your chosen provider. A surcharge from the retailer of up to five percent typically applies on sale or clearance items, ensuring a sustainable program and a broad selection of bikes and e-bikes. Check with the store if this applies when selecting your ride.

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 like that below: 

Notes
An example of what can be contained in a 1-pager employee education document seen below:

Overview of Workride: Employees temporarily reduce their pre-tax salary (salary sacrifice) in exchange for a bike, e-bike, or scooter benefit of their choice for commuting to and from work. Through the Workride process, employees feel a cost offset between 32-63% off, which is made possible through tax benefits.

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: Should your employment end before the 12-month lease period concludes, you must follow your early termination procedure. You will need to meet these conditions if you would like to receive your ‘Next steps’ options from Workride. This typically involves settling any outstanding salary sacrifice commitments to your employer through your final net pay, or introduced funds. For more details on this procedure, please consult with your HR team.

Insurance: We highly recommend securing comprehensive insurance for your ride benefit to protect against potential damage 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.

Understanding Workride's Savings Estimator: Estimate your savings: Use Workride’s savings estimator to understand the financial impact of your ride benefit. For questions about how salary sacrifice affects you personally, please consult an independent financial advisor.

Quoted ride price: The quoted ride price is the amount Workride pays for your chosen ride from our retail partners. The retailer may add a surcharge of up to 5% on all ride orders which is included in the quoted ride price. This surcharge ensure all bikes and e-bikes in-store at our retail partners can be sold sustainably through Workride.

Steps to get your Workride benefit:
  1. Start: Visit Workride.co.nz to begin your registration.
  2. Access: Use the organisation-provided password for employee sign-up access.
  3. Organisation and office Assignment: During registration, assign yourself to your organisation and specific office.
  4. Registration ID: Complete your details to receive a unique ID code.
  5. Select Your Ride: Take your ID to any of the 175+ partner stores, choosing your ride with assistance from store staff.
  6. Agreements: Review and electronically sign your agreement, this will be communicated via email.
  7. Employer Approval: Wait for your employer's approval; Workride then sends you a pick-up code.
  8. Pick-Up: The store will contact you when the ride is ready for collection; use your code to when collecting the ride.
  9. Lease period: Begins for a 12-month period upon ride pick-up.
  10. Next Steps: Workride contacts you before your lease ends to discuss your next steps regarding 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 Internal Communications Post / Email

Exciting News, Team! 🚲

We’re excited to partner with Workride to make your commute healthier, greener, and more affordable!

Imagine offsetting 32-63% on your next bike, e-bike, or scooter thanks to tax benefits! With Workride, it’s now possible.

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!

👉 Start here!

Hey Team,

With warmer weather here, it’s the perfect time to think about riding to work! Not only will you enjoy fresh air, but you’ll also boost your happiness and health—all while reducing your emissions.

As part of our benefits package, we’re offering Workride, New Zealand's ride-to-work program. This lets you exchange part of your pre-tax pay for a bike or e-bike, saving you up to 32-63%!

Ready to get started?

Check out these helpful links and reach out to HR for the company password to begin your registration:


Visuals for Sharing:
I've attached a picture that you can include in your email or post on your internal communications platform. If you would like a PDF for this, please let Workride know by reaching out to support@workride.co.nz.

Another Photo option:


Another Example Internal Comms Post / Email for Summer:

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