How do I upload a new employee file?

To onboard employees, all you have to do is upload a file that contains the employees’ details. A user account is automatically created for each employee with their email address as their user name. Then a ‘Welcome’ email is sent to each of the employees with a link for them to complete their details.

You can either create the file from your payroll system or create it in Microsoft Excel. The file must be in CSV format and contain the following information for each employee – name, date of birth and email address.

The following example is how this file should look:

Surname	GivenName	Birth Date	Email
Austen	Jane	24/01/1999	[e-mail]
Dickens	Charles	02/12/2001	[e-mail]

Upload the employee file
Each time you have one or more employees to onboard, you can start the on-boarding process by uploading a file.

1. On the Dashboard view, on the Files panel, click the Upload a new file button.

The upload file screen displays.

2. Click the Select File to upload button, and then browse for and choose the file that you want to upload. 3. If you want to see how fields in your file have been mapped to fields in the Portal, select the Review File Mapping check box. Otherwise, leave the check box unselected.

If you select the Review File Mapping check box, the Review File Mapping screen displays. 

4. Click Next.
If your organisation has more than one employer registered in the portal, the following Employer Matching Exception will display and you must complete steps 6 to 8.

5. Click the down arrow on the right of the screen to display more fields.

6,. Select the correct employer from the dropdown list.

7. Click Apply to All, and then on the popup message, click Confirm.

If there are any issues, such as duplicated employees or missing information, the file upload will progress to Validation Issues. (For information on resolving these issues, see Validation issues.) Otherwise the file upload will progress to the Review step.

8. Review the employees listed and if applicable, fix any validation issues.

9. Click the Confirm and Send button.
An onboarding ‘Welcome’ email (similar to below), with a link to your Employee Portal, is sent to your employees. 

When an employee completes their details in the Employee Portal, you are able to collect their details for payroll processing and super contributions.