Is your system not among the standard integrations? Then you can deliver employee data via SFTP. We process the file automatically.
Use this integration to automatically onboard, update, or offboard employees in Epassi via a CSV file delivered over SFTP or FTP.
How it works
Epassi picks up a CSV file from a configured folder on your SFTP server twice per day and processes any changes to employee records automatically.
Setup requirements
To use this integration, you need to host and manage your own SFTP or FTP server. Epassi connects to your server to pick up the employee file, we do not provide SFTP hosting.
To get started, share the following details with Epassi, preferably via a secure channel:
- Protocol: FTP or SFTP
- Hostname or IP address
- Port
- Directory path where files are placed
- Authentication: username & password (use a dedicated, limited-access user)
- Connection mode, if applicable (e.g. passive or active)
IP whitelisting: If your server restricts inbound connections, whitelist 99.80.106.85 .
File format requirements
- Format: CSV, comma-separated (, only: semicolons and other delimiters are not accepted)
- Dates: YYYY-MM-DD
- Decimals: dot notation (123456.71)
File naming: Files must follow this pattern: alleo_employees_[anything].csv
Valid examples
- alleo_employees_20240101.csv
- alleo_employees_export.csv
- alleo_employees_001.csv
Important: All files matching the pattern in the configured folder are processed on every sync. Keep only one file in the folder at a time. If you use date-based names, remove the previous file before uploading a new one, or use a fixed filename and overwrite it each time.
Sync schedule
| Event | Time (UTC) |
|---|---|
| File pickup | 02:45 and 20:00 |
| Employee deactivation (offboarding date reached) | 23:00 |
Important: email address changes
Important: Email address changes are only processed automatically if an external_id is known for the employee. If no external_id is available, a new Epassi account will be created for the new email address: the existing account remains active as well.
CSV field reference
If your export system uses different field names, Epassi can configure field mapping. Provide us with your field names and we'll map them to the Epassi fields below.
| Field | Required | Notes |
|---|---|---|
| Mandatory | Unique identifier per file. Also required when updating an existing employee. Email address changes must be reported to manager-support@epassi.nl . | |
| First name | Mandatory | Also required for updates. |
| Last name | Mandatory | Also required for updates. |
| Prefix | Optional | , |
| Onboarding date | Optional | Format: YYYY-MM-DD . If the date is in the past or left empty, the employee is onboarded immediately. The employee can log in from this date onwards. Once synced, this date cannot be changed via the Manager Portal, contact support if adjustment is needed. |
| Offboarding date | Optional | Format: YYYY-MM-DD . Set at least 30 days in advance. Can only be moved to a later date if the account is still active. Employee reactivation after deactivation requires contacting manager-support@epassi.nl . |
| Probation period end date | Optioneel | Formaat: YYYY-MM-DD |
| Birthday | Optioneel | Formaat: YYYY-MM-DD |
| Work anniversary | Optioneel | Formaat: YYYY-MM-DD |
| Marriage date | Optioneel | Formaat: YYYY-MM-DD |
| Language | Optional | en (English), nl (Dutch), de (German). Defaults to the company language if not provided. |
| Group name | Optional | Must exactly match an existing group name in Epassi. |
| External id | Optional | Required to automatically process email address changes. |
| Custom fields | Optional | Use naming convention: custom_field_name (e.g. custom_employee_id ) Appears in reporting as alleo_custom_employee_id . |