Your company is moving its Urban Sports Club benefit to Wellhub. This page brings together what HR, Finance and admin teams need to know: how the move works, invoices and tax, and how to manage your employees. Start with the essentials, or search for anything you need. Each answer links to the full article.
Questions from your employees? This page is for companies. If your employees need help registering, checking in or choosing a plan, send them to the Employee FAQ.
Getting to know Wellhub
Start with the essentials: the questions most companies ask first.
Urban Sports Club and Wellhub at a glance
What changes for your company, side by side.
| Topic | Urban Sports Club | Wellhub |
|---|---|---|
| Admin portal | Firmenportal with HR Connect and Marketing Hub | Wellhub for Companies: employees, challenges, reports, invoices and contract in one place |
| Who is eligible | Managed through corporate memberships | You upload an eligibility file or add employees one by one |
| Gym access | Access with more restrictions per venue | Unlimited access to the partners in each plan, with fewer restrictions |
| Abroad | EU access as a paid add-on for the member | International check-in in many more countries, included in Wellhub Standard |
| Family | Family & Friends for a small share of clients | Up to 3 family members (spouse or partner, parents, children) |
| Company invoice | Prime: fee only. Flex: lists every active employee | Your agreed Wellhub fee, with VAT, from Wellhub's German entity |
| Employee plans | Billed through the company invoice | A purchase receipt for each person in the app, no VAT invoice (see Tax) |
Moving to Wellhub
How the relaunch works and what your employees need to do.
What changes for our company?
Your company relaunches as a new Wellhub client. We set up your company account before your employees need to do anything. From then on you manage the benefit in Wellhub for Companies, which replaces your USC Firmenportal.
How does the move work, step by step?
- Your company is set up. We create your new Wellhub account. This happens before your employees take any action.
- Your employees move. Depending on your relaunch type, they create a new account or move their USC account with their consent.
- Your employees choose a plan. Each person picks the Wellhub plan that suits them.
What do our employees need to do?USC vs Wellhub
It depends on your relaunch type:
- Relaunch Standard: your employees sign up to Wellhub from scratch. No data moves from USC.
- Relaunch 2.0: your employees agree in the USC app to move their data. Their email, password and payment method then move to Wellhub in the background. After that, they choose a plan.
Which relaunch type applies to us?
[ADD ANSWER]
What happens to our Urban Sports Club contract?
[ADD ANSWER]
Do we need to involve our works council (Betriebsrat)?
[ADD ANSWER]
Plans, add-ons and pricing
What Wellhub Standard includes and how subsidies and seats work.
What does Wellhub Standard include?
Wellhub Standard includes the Digital plan and international check-in, both at no extra cost.
What is Wellhub+?
With Wellhub+, your company subsidises Wellhub plans so your employees get discounts on all or some of them.
What are pre-paid seats and extra seats?
- Pre-paid seats: the number or share of employee subscribers included in the fixed part of your Wellhub investment.
- Extra seats: the price per additional employee subscriber above that number.
Can employees add family members?
Yes, up to 3 family members: spouse or partner, parents and children.
We had EU access, a 2nd daily check-in or Family & Friends at USC. What happens to them?USC vs Wellhub
- EU access: at Wellhub, international check-in is included in Wellhub Standard.
- Family & Friends: at Wellhub, employees can add up to 3 family members.
- 2nd check-in per day and onsite events: [ADD ANSWER]
Can we book a meeting to review our rates?
[ADD ANSWER]
Invoices and billing
How Wellhub invoices differ from USC invoices.
How is the Wellhub invoice different from the USC invoice?USC vs Wellhub
At USC, Prime invoices showed only the fee and Flex invoices listed every active employee.
At Wellhub, your company receives an invoice for the agreed fee, with VAT, from Wellhub's German entity. Your employees' plans are not on that invoice: each person gets a purchase receipt in the app. Tax and payroll explains why.
Where do we find our invoices?
In Wellhub for Companies, where you can also see billed amounts and your contract details.
Do we receive an e-invoice (XRechnung or ZUGFeRD)?
[ADD ANSWER]
Can you add our purchase order number to the invoice?
[ADD ANSWER]
An invoice has a tax error. How do we get it corrected?
[ADD ANSWER]
Our procurement team needs a supplier form filled in. Who does that?
[ADD ANSWER]
Do we pay for employees removed mid-month or who have left the company?
[ADD ANSWER]
Tax and payroll
VAT on employee plans, the Sachbezug allowance and salary deduction. We can't give individual tax advice, so please check questions about your company with your tax advisor.
Why don't we get a VAT invoice for employee plans?
In Europe, Wellhub plans are set up as a multi-purpose voucher (Mehrzweck-Gutschein). A plan can be used at a gym, a pool or abroad, and each has a different tax rate, so the VAT isn't known until the plan is used. Under EU rules, a multi-purpose voucher is taxed when it's used, not when it's bought.
So your employees get a purchase receipt from Gympass US, LLC for their plan, not a VAT invoice. They find it in the app.
Is VAT charged on our company fee?
Yes. Wellhub's German entity invoices your agreed fee as usual, with VAT. The multi-purpose voucher only affects your employees' plans.
Can we use the €50 monthly tax-free allowance (Sachbezug)?USC vs Wellhub
At Urban Sports Club, the contract was usually billed under the €50 gross monthly Sachbezug allowance. Whether this works for your company depends on things like whether you already use the €50 limit for other benefits.
The costs generally can't be claimed as occupational health promotion (BGF), because the offer doesn't include certified prevention courses.
Please check the tax treatment with your tax advisor.
How does salary deduction work?
There's no technical connection to your payroll. If your company deducts the plan from salaries, your employees see their plan as free. The amount is deducted from their gross salary internally, and we invoice your company the full net Wellhub+ amount.
Wellhub for Companies: admins and employees
First login, admin roles, the eligibility file and removing employees.
What is Wellhub for Companies?
The platform where you manage the benefit: eligible employees, challenges, communication materials, dashboards and reports, invoices and contract details.
How do I log in for the first time?
After signing the contract you receive an email to create your account. Then you log in and finish the initial set-up.
How do I add other admins, for example from Finance?USC vs Wellhub
As with user roles in the USC Firmenportal, you can add admins in Wellhub for Companies and choose what each person can see and do. For example, Finance can see invoices without managing employees.
What is the eligibility file, and why do we need one?USC vs Wellhub
USC didn't use one, so this is new. The eligibility file is the list of people who can use Wellhub through your company. Only people on it can join through you. You can upload many people at once with a spreadsheet, or add them one by one.
Our eligibility file upload failed. What should we check?
[ADD ANSWER]
How do we invite our employees to sign up?
[ADD ANSWER]
How do I remove employees who leave the company?
Remove the person from your eligible employees in Wellhub for Companies.
Can we change an individual employee's plan or account?
You decide who is eligible. Each person manages their own plan and payment details in the app.
We manage several companies. How do I switch between them?
If your account covers several companies, use the company selector at the top left of the main panel to switch.
How do we set up our email domain?
[ADD ANSWER]
Login and accounts
Work and personal email addresses, linking old accounts.
I'm an admin with my work email, but I use the app with my personal email. Is that a problem?
Your admin access and your personal app account are separate. Use your work email for Wellhub for Companies and your own email in the app.
I get an error when linking my old USC account.
[ADD ANSWER]
Data protection and security
GDPR (DSGVO), data processing agreements and security documents.
Where can we find GDPR and information security documents?
Our Security and Trust Center has our data protection and information security documentation.
Do we need a new data processing agreement (AVV)?
[ADD ANSWER]
Which employee data moves from USC to Wellhub?
Only with Relaunch 2.0, and only if the person agrees: email, password and payment method. With Relaunch Standard, no data moves.
Your employees' experience
What your team gets and where they find help.
What do our employees get with Wellhub?USC vs Wellhub
- Unlimited access to the partners in their plan, with fewer restrictions than at USC
- International check-in in many more countries
- Partner apps such as Strava
- Challenges for your company
Where can our employees go with questions?
To the Employee FAQ. It covers registering, checking in, choosing a plan and the move from USC.
How do employees register and check in?USC vs Wellhub
They register in the Wellhub app and check in at partners through the app.
How do employees find a gym or suggest a new one?
In the app they can search for gyms and activities, and suggest a gym that isn't a partner yet.
Why is a gym our team used now in a higher plan (Gold, Platinum)?
[ADD ANSWER]
Why are bookings limited at some partners?
[ADD ANSWER]
Support and materials
Who to contact and materials to promote the benefit.
Will we have a dedicated contact person?
[ADD ANSWER]
Where can we get flyers or QR codes to promote the benefit?USC vs Wellhub
Instead of the USC Marketing Hub, you'll find communication materials in Wellhub for Companies.
Didn't find your answer? Contact our support team. Your employees' questions are answered in the Employee FAQ.