Importing Employees via Flatfile

When importing new employees, the system uses a flatfile advanced importer, which means users can export data from previous systems in any format and upload it, as opposed to manually copying and pasting data to fit a required standard file import format. The Flatfile import option is for new employees only, if you wish to update existing employees you can make use of the Standard Format file upload. Further details can be found here. Additional features to Flatfiles include:

• Being able to map header columns, and save these mappings for future imports;
• Being given validation errors and the ability to repair the errors within the importer meaning that once reviewed the user can expect the file to be successfully uploaded.

To view our YouTube video on Importing Employees via Flatfile click here.

In order to import employees using the Flatfile option, simply select the 'Flatfile employee import' option from the drop down on the Payroll settings > Import employees page:

A worksheet will open and from there, you'll be able to upload data from a file. You can upload any .csv, .tsv, .xls, .xlsx, .xml, .txt file with any set of columns as long as it has 1 record per row:

Once you select to 'Upload data from file', and import the required file, you'll be able to select either 'Export' or 'Lookup data':

If you select 'Export', the system will use the file data from the copied employee export data that was retrieved from the 'Data extracts' page. When you click 'continue', the system will ask whether or not there are column headers in the selected row. In the below screenshot, the red arrow is pointing to the row in question. In this case, it does not contain column headers so I would select 'No header row', and the system, when interpreting the data, would include each row:

If that row did have column headers, you would select 'Yes', or 'Select another row' if there was a different row that had column headers. 

If you select 'LookupData', you be using any data that is currently in the 'LookupData' tab within the excel spreadsheet. 

Once data has been imported, you'll be able to map the information and the importer will verify it, and show any applicable warnings. 

Within the worksheet, you'll see the mapping on the left (eg 'Location' for row 'E'), and the values associated with it. In the below example, the data location is 'Kook Pty Ltd', however the flatfile allows you to change this value by clicking the drop down arrow and selecting another active business location. To the right of that, you can also 'Confirm mapping' or 'Ignore this column':

If there are any issues with the mapping or data, the flatfile will show a warning like the example below, which has an issue with the mapping. The data is trying to map 'Postal street address' to 'Residential street address', but 'Residential street address' has already been used in a mapping and so it can't be used again:

You are able to manually change any mapping as required, OR select to 'ignore this column' if you don't wish for it to be used. 

Once you are happy with the mapping, you can review the data by scrolling down to the bottom and clicking the 'Review' button:

The review process will allow you to make any last minute changes by clicking into the relevant field:

You are also able to get a quick view of any problems or changes that have been made by clicking the 'Only show rows with problems' and/or 'Show modifications' toggle. In the example below, the 'Surname' field is green, indicating a modification has been made:

If there are errors stopping the import from happening, it will be highlighted in red and you can hover over the field for more information. In the below example, the employee's surname has been removed, however, this is a required field:

In order to fix the issue, you'll need to enter the employee surname.

After the final check and any required adjustments, you can click 'Continue' and 'Yes' when you are asked if you are ready to submit. If there are still lines with errors that prevent a successful import, you can select to discard the rows with issues and submit the rest, or go back and make further changes:

Once the import has finished, the system will confirm which employees have been updated:

Below is a list of the Mandatory fields required for Flatfile: for our UK users:

First Name
Surname
Date of birth
Gender
Residential Street Address
Residential City
Residential County
Residential Postcode
Employment Type
Pay Schedule
Primary Pay Category
Rate
Rate Unit
Hours Per Week
Hours Per Day
Payment Method (Electronic by default if column isn't mapped, can switch to cash to remove the validation on bank account details fields)
National Insurance Number (if the employee is based outwith the UK  type NINUnknown if the column entry is highlighted in red once you get to the review stage)
Tax Code
Tax Calculation Method
National Insurance Category
Pension Assessment Option (Set to 'Do not enrol in pension' for no pensions)

If you have any questions or feedback, please let us know via support@yourpayroll.co.uk