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Bulk Import Functionality: How to Import Payroll Variables in Bulk
Bulk Import Functionality: How to Import Payroll Variables in Bulk
Rebecca Russell avatar
Written by Rebecca Russell
Updated over a week ago

Our bulk import functionality allows admins to make changes to multiple employees at once.

With a bulk upload, you can add a change (e.g bonuses, absences, cost centres) to as many employees as you want to within the same upload.

Bulk Import Functionality Overview

✅ Admins can see any changes made by the bulk upload in the imports log.

✅ When saving changes on a bulk file, ensure that numbers are recorded as numbers not as text on the import file. You’ll know a number is being stored as text if you hover over it and a ⚠️ icon shows next to the cell, which will ask you if you want to convert these to numbers.

✅ You can undo the following imports: Pay items, Vouchers, Assets transferred, Loans, Salary changes, Annual leave, Sick leave. All other bulk uploads can be overwritten instead by uploading another file with updated information.

❌ Do not change the template format once downloaded - admins don’t need to delete fields for employees who won’t be included in the changes.

❌ Only populate the cells for employees you want to make changes to. E.g if you add a date for every employee, you’ll then need to go through and click 'ignore' for each employee without a change. If you only add information for those with changes, only these employees will show in the import list.

⚠️ If there is any variables without a bulk upload option, please reach out to our customer care team who can enquire whether this can be built ⚠️

What Information can be Uploaded in Bulk?

Where can the bulk import files be found in PayFit?

For Additional Payments, head to Pay Items > Additional Payments > Select Payment Type > Import Payments > Download Excel.

For Additional Deductions, head to Pay Items > Additional Deductions > Select Payment Type > Import Payments > Download Excel.

For Overtime, head to Pay Items > Hourly Payments > Select Payment Type > Import Payments > Download Excel.

For Benefits head to Benefits > choose Benefit type from list > Edit all > Download Excel.

For all other information head to Imports > More Imports > select information you want to upload in bulk > Download Excel.

Step by step: How to bulk upload information into the app

1️⃣ Download the Excel file

Once you've navigated to the bulk upload you want to use, click on the blue 'import' button, then download the excel.

The template provided by PayFit is the only one you're able to upload into the app. Please don't modify this file by adding or deleting columns as this may block the upload / cause the data to sync incorrectly .

2️⃣ Complete the Excel file with the required information

The template is pre-populated with the names of your employees. Fill in the variables you wish to import. Drop-down menus will help you to select the correct elements.

Any column with a * is a required field and you won't be able to upload information without this.

All bulk uploads must use a date within the current month in the 'date column', otherwise the upload is likely to fail.

3️⃣ Upload the completed file into PayFit

Drag and drop the completed spreadsheet into the box to upload to PayFit.

You're also able to click Add File to choose the file from your computer documents.

4️⃣ Check the values ready to be imported

Once the excel file has been added to PayFit, you'll see a screen for you to verify the information added. You can see :

  • The employees that are impacted by the import (this corresponds to the populated rows in your Excel file). These appear in a column on the left of the screen.

  • The data that will be added. If necessary, you can modify the values by clicking on them. To do this, hover over the information and click 'Edit'.

  • If you spot any errors (e.g missing fields, incorrect values), you can click 'ignore employee' for the impacted employee and their information won't be updated but the rest of the sheet can be uploaded as expected.

5️⃣ Once all the data has been checked, confirm the import

Depending on the size of the file, it may take a few seconds or minutes before the changes take effect.

Where to see a record of bulk upload changes

You can find a log of all imports made in the current month by heading to Imports > Log > click Details to see a breakdown of each import.

Here, you'll be able to see whether an upload was successful, if it failed, is pending, is reverted, is part-successful etc.

How to troubleshoot a failed bulk upload

Go to Imports > Log to see a list of your uploads and any that may have failed.

Click Details to see a breakdown of each import. For any failed imports, you're often able to see what caused this by identifying where the red exclamation mark is.

Common causes for failed uploads

  • Required fields (marked with a *) not being populated on the excel file.

  • The date on the upload is outside of the current month or is a date before / after the employee has joined or left the organisation.

  • User adding / deleting columns from the excel, causing an error with the upload.

Any mistakes in successful uploads can be fixed by clicking Details > Revert Import.

To find out more about reverting imports, check out this article.

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