Without an HR integration, you manage employees in bulk with a file: add them, register leavers, and update details such as birthday, work anniversary, company group and custom fields.
- Go to Data Management > Imports > Onboarding and offboarding.
- Download the template. Don't change the column headers.
- Fill in the template and upload it.
- Check in the preview that the fields are mapped correctly.
- Download the dry-run report. It shows what happens per line: onboard, update or offboard.
- All correct? Start the sync.
Key fields
- Mandatory: email, first name and last name. Also when updating.
- Start date (YYYY-MM-DD): today or later. Empty means today. With a future date, the employee can only log in from that date. After onboarding you can't change the date in the portal.
- Leaving date (YYYY-MM-DD): always in the future, preferably at least 30 days ahead. You can only move it further forward later, not remove it.
- Optional: birthday, work anniversary, language (nl, en or de), company group (must already exist) and custom fields (column name starts with custom_).
Good to know
- Budget assigned on joining arrives on the start date. A monthly budget is not prorated.
- Need to change a start date after onboarding, or reactivate a deactivated account? Email us.
| Field | Mandatory / Optional | Description |
|---|---|---|
| Mandatory | Also mandatory when updating an employee | |
| First name | Mandatory | Also mandatory when updating an employee |
| Last name | Mandatory | Also mandatory when updating an employee |
| Prefix | Optional | |
| Onboarding date | Optional | Required format: YYYY-MM-DD Must be today or a future date. If left empty, the employee will be onboarded as of today . If the onboarding date is in the future, the account will be active, but the employee can only log in from the onboarding date. Once an employee is onboarded, the date cannot be changed via the portal. If you need to adjust the onboarding date to a future date after submission, please contact manager-support@epassi.nl . |
| Offboarding Date | Optional | Required format: YYYY-MM-DD Must be set to a future date . We ask setting it at least 30 days in advance . Once set, the offboarding date cannot be removed via the Manager Portal. The date can only be changed to a future date if the employee's account is still active . If the employee's account has already been deactivated and reactivation is needed, please contact manager-support@epassi.nl . |
| Birthday | Optional | Required format: YYYY-MM-DD |
| Work Anniversary | Optional | Required format: YYYY-MM-DD |
| Language | Optional | Sets the language in Epassi for the employee, options are: "en" - English "nl" - Dutch "de" - German If this field is not provided, the default language for the Company is used |
| Company Group | Optional | Make sure the value matches an existing company group already set up in Epassi |
| Custom fields | Optional | Custom fields can be added by following the following naming convention: "custom_field_name" - for example: "custom_employee_id" In the reporting, "alleo_" is added to each custom field uploaded - for example: "alleo_custom_employee_id" Custom fields are not mapped automatically. Make sure to manually map them during the preview step. |