Welfare Management App

One system for employee welfare, from the first request to the purchase order.

The problem

Employee welfare covered every life event - birthdays, new babies, recognition, team building, bereavement - but ran on emails, WhatsApp reminders, spreadsheets and four-plus suppliers. The budget was a single unsegmented line with no real-time tracking, so a simple question had no quick answer: how much is left, and where did it go?

The solution

Welfare Management App brings employee welfare into one system that handles the request, approval, budget, email and purchase order. The screens here focus on Recognition, Birthdays, New Baby and Bereavement. The same structure is built to extend to future areas, such as team building and events.

Welfare Management App budget dashboard: total budget, allocated, used and remaining, with a table by HRBP

Recognition shows allocated, used and remaining budget live, by HRBP.

Three key decisions

Budget holders and system admins are different roles.

“Super User” was mixing people who hold a budget with people who only need access. I split it into Budget Admin, who manages and spends, and System Admin, who has a read-only view. Every line in the budget table now has a clear owner.

Budget allocation dialog: splitting the recognition budget across HRBPsAn HRBP's own recognition budget: allocated, used and remaining

Automation with a human brake.

The system prepares emails as Outlook drafts, and HR decides when and to whom they go. Trust and control mattered as much as efficiency.

On submit panel: an org-wide email as an Outlook draft where you choose recipients, a supplier email and a draft purchase orderBirthdays module: monthly summary cards above an automation status row

One system, two tones.

The same structure carries celebratory flows, like a new baby, and sensitive ones, like bereavement, with the language and experience adapted to each moment.

New birth gift request formNew bereavement request form with a condolence kit and a memorial wreath to choose from

The result

One place for welfare requests and approvals, and a clear answer to how much of the recognition budget is left and where it went.

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