Halo Employer · Resource guide
Setting up an arrangement
How a workplace nursery arrangement is created, approved and managed — and what the employer needs to do at each stage.
Resource guide
Setting up an arrangement
Once an employee has been invited to Halo and approved, they can create an arrangement between themselves, their employer and their nursery.
The employee adds their child and nursery, enters the proposed monthly contribution and completes the required employee steps. If their nursery is not already on Halo, Halo will work with the nursery to get it set up.
The employer does not create the arrangement. Halo will notify the employer when an action is required.
Introduction
Once an employee has been invited to Halo and approved, they can create an arrangement between themselves, their employer and their nursery.
The employee adds their child and nursery, enters the proposed monthly contribution and completes the required employee steps. If their nursery is not already on Halo, Halo will work with the nursery to get it set up.
The employer does not create the arrangement. Halo will notify the employer when an action is required.
The arrangement lifecycle
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Invite and approve the employee
Before an arrangement can be created, the employee must have access to Halo.
From the Employees page, invite the employee using their name and work email address. Once they accept the invitation, review their details and approve them.
After approval, the employee can begin creating their arrangement.
Employer responsibility: Invite the employee, check their details and approve their access to Halo.
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The employee creates their arrangement
The employee signs in to Halo and enters:
- Their child's details
- Their chosen nursery
- The proposed monthly contribution
- The intended start date
The employee also completes the required employee agreement steps. The signed employee addendum may therefore already be visible when the arrangement reaches the employer for approval.
If the nursery is not already on Halo, Halo will contact the nursery and help it complete the required setup.
Employee responsibility: Create the arrangement, provide the required information and complete the employee agreement steps.
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Review the arrangement
Halo will notify the employer when the arrangement is ready for review.
Open Arrangements and select the relevant arrangement. Check:
- Employee
- Child
- Nursery
- Nursery fee
- Employee contribution
- Frequency
- Proposed start date
- Employee addendum status
If the information is correct, select Approve.
If something needs correcting, use Edit where appropriate or contact Halo before approving it.
Employer responsibility: Check that the arrangement details are accurate before approving it.
An arrangement requiring employer approval. The approval tracker shows which parties have completed their actions. -
Check the employee addendum and contribution
The arrangement page shows the employee's signed contract addendum and the financial details of the request.
Check that the nursery fee, employee contribution, frequency and proposed start date are consistent with the arrangement you are approving.
Review the signed employee addendum and the arrangement’s contribution, frequency and start date. -
The nursery confirms the arrangement
Once the relevant employee and employer steps are complete, the nursery confirms the arrangement and verifies that the child attends the setting.
The approval tracker shows progress across:
- Employer
- Employee
- Nursery
If the nursery is not already registered with Halo, Halo will work directly with the nursery to complete its setup.
Halo and nursery responsibility: Halo supports the nursery through setup, and the nursery confirms the childcare arrangement.
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Review and accept the nursery partnership agreement
Where an agreement requires employer acceptance, it will appear under Compliance → Contracts.
Open the pending agreement, review it and select Review & Accept.
Employer responsibility: Review and accept any employer agreements shown as requiring action.
Pending agreements can be reviewed and accepted from Compliance → Contracts. -
The arrangement becomes active
When all required approvals and setup steps are complete, the arrangement becomes active.
Halo will notify the employer and provide the information needed to prepare for:
- The employee's payroll adjustment
- Nursery invoices and payments
- Halo's service fee
The active arrangement page becomes the employer's main reference for the arrangement.
An active arrangement showing completed approvals, the signed addendum and the agreed monthly contribution. -
Manage an active arrangement
From the active arrangement page, the employer can:
- View the employee, child and nursery
- Check the monthly contribution and start date
- Download the signed employee addendum
- Review the audit log
- Edit permitted arrangement details
- Cancel the arrangement when required
Changes should be checked before the next relevant payroll period. If the employer is unsure how a change should be handled, they should contact Halo before changing payroll or making a payment.
Employer responsibility: Keep the active arrangement under review and act on any approved changes or cancellation.
Employer checklist
Before the arrangement becomes active
Once the arrangement is active
What happens next?
Once the arrangement is active, use the employee's agreed contribution and start date to prepare the payroll change.
The nursery will invoice the employer directly. The employer should compare the invoice with the employee's active Halo arrangement, pay the nursery and complete any required payment confirmation in Halo.
Halo will invoice and collect its service fee separately.