Staff changes are the most common source of unexpected cost on a benefit like this, and the fix is almost always administrative rather than commercial. Here is exactly what happens in each case.

An employee joins mid month

They receive the full monthly allowance, not a prorated share. Someone added on the 20th gets the same number of credits as someone added on the 1st.

That is good for the employee and worth knowing for your budget. If your contract charges per allocated credit, adding someone late in the month costs a full month's allowance for a few days of access. Unless the person needs access immediately, adding new joiners in a batch at the start of the month is the cheaper habit.

Note that this is different from the start of the agreement itself. When a contract begins mid month, the allocation for that first month is normally calculated on the days remaining.

An employee leaves mid month

Two separate things need to happen, and only one of them is automatic.

• Remove them from the employee list in the panel. This stops future allocations. On the 1st of the next month, when the allocation runs, anyone no longer on the list receives nothing.
• Ask FitKit to terminate the credits already issued to them this month, if you want those withdrawn. Removing someone from the list does not retract credits that have already been issued.

This matters commercially. Under the agreement, if the list is not updated in time, the company still pays for credits allocated to someone who has left. Keeping the list current before the 1st of the month is the cheapest control you have over this benefit.

What happens to the employee's account

Losing the company allowance does not delete their account. They can continue using FitKit by buying credits or a subscription with their own card at public prices. Credits bought personally do not expire the way a monthly company allowance does.

It is worth saying this in your offboarding note. Employees who have built a habit often want to keep it, and the alternative to telling them is a support ticket.

A simple monthly routine

1. Before the last working day of the month, reconcile the panel list against your current headcount.
2. Remove leavers, add joiners.
3. Flag to FitKit anyone whose current month credits should be terminated.
4. Check the invoice against the list you approved.

Four steps, once a month, usually under fifteen minutes. It removes almost every billing surprise this benefit can produce.

Want us to walk your administrator through the panel once? Ask FitKit and we will do it on a short call.