Uploading entirely new employees in bulk is done in two steps:
1️⃣ Uploading the employee data
2️⃣ Assigning one or more budgets to the employees
In this article, we describe step 1️⃣: uploading employee data.
You can find the necessary actions for step 2️⃣ here:
1️⃣ Adding new employees for Microsoft Excel users
Are you using Google Sheets? You'll find the instructions further down this page.
Go to 'Users' and click on 'Bulk actions'. If your company has multiple entities, indicate which entity you want to upload new employees for.
Click on 'I want to add new employees'.
Click on 'open sample sheet'. A Google Sheets document will open.
Export the Google Sheet to an .xlsx file:
- Click on 'File'
- 'Download'
- 'Microsoft Excel (.xlsx)'
Open the downloaded .xlsx and fill in the details of the new employees.
⚠️ Note! Make sure to use the correct formatting in your Excel.
🌟 All columns with a * must be filled in.
📅 Dates must be in the format DD/MM/YYYY.
🇳🇱 The language must be nl, en, or fr (e.g., 'NL' will not be accepted 😉)
5️⃣ Decimal numbers must be indicated with a '.' or ','.
⏲️ The work regime must be in the format hh:mm or hh:mm:ss.
Save your Excel as an .xlsx or .csv file.
Upload your file to Payflip.
Still getting an error message? Read at the bottom of this article which error messages can occur and how you can solve them.
Click 'next' and review the summary of your employees.
You will now see the summary of the employees you are uploading.
Click 'save changes'.
Still getting an error message? Read at the bottom of this article which error messages can occur and how you can solve them.
1️⃣ Adding new employees for Google Sheet users
Are you using Microsoft Excel? You'll find the instructions at the top of this page.
Go to 'Users' and click on 'Bulk actions'. If your company has multiple entities, indicate which entity you want to upload new employees for.
Click on 'I want to add new employees'.
Click on 'open sample sheet'. A Google Sheets document will open.
Copy the Google Sheet to your own Google Drive:
Click on 'File'
Click on 'Make a copy'
Select the folder where you want to save your file
Open your new Google Sheet and fill in the employee details
⚠️ Note! Make sure to use the correct formatting in your Excel.
🌟 All columns with a * must be filled in.
📅 Dates must be in the format DD/MM/YYYY.
🇳🇱 The language must be nl, en, or fr.
⚠️('NL' will not be accepted, use lowercase 😉)
5️⃣ Decimal numbers must be indicated with a '.' or ','.
⏲️ The work regime must be in the format hh:mm or hh:mm:ss.
Save your Google Sheet as an .xlsx or .csv file.
Upload your file to Payflip.
Still getting an error message? Read at the bottom of this article which error messages can occur and how you can solve them.
Click 'next' and review the summary of your employees.
You will now see the summary of the employees you are uploading.
Click 'save changes'.
Still getting an error message? Read at the bottom of this article which error messages can occur and how you can solve them.
❌ Common error messages and what to do
Error messages when uploading the file
If an error message appears when uploading the file, you will need to return to the file and make the necessary adjustments. Then upload the corrected file again as a .csv in Payflip as described above.
➡️ "The field language at row 1 and column 4 is missing or incorrect."
Check the file to ensure you are using the correct language codes. Payflip accepts the following language codes:
nl
fr
en
Language codes like 'NL', 'Nederlands', ENG, eng are not accepted.
➡️ "The field StartDate at row X and column Y is missing or incorrect."
Check the file to ensure you are using the formatting for the dates. Payflip only accepts the format DD/MM/YYYY.
➡️ "The field workRegime at row X and column Y is missing or incorrect."
Check the file to ensure you are using the formatting for the work regime. Payflip only accepts the format HH:MM or HH:MM:SS.
Error messages when saving the summary of employees
➡️ "Email already exists."
This means that the employee you are trying to upload already exists in Payflip. You cannot create another account for this employee via this flow.