In the Manager Portal, you manage your employees' data for Flexible salary and Flexible leave in bulk, using an import file.
Go to Flex Salary
- Log in to the Manager Portal and go to Data Management.
- Select Imports.
- Select Flex Salary.
1. Download the template and fill it in
Click Download template in the bottom right. Don't change the column names: they are needed to map the fields automatically in the next step.
If Flexible salary is enabled:
| Field | Required / optional | Description |
|---|---|---|
| Required | The email address must be known to Epassi. If it isn't, the employee is skipped during the sync. | |
| Primary Salary Source | Optional | Gross monthly accrual of the budget source, for example holiday allowance. If the employee no longer receives budget, enter 0. A negative amount (for example -100) deducts 100 euros from the budget as a correction. |
| Secondary Salary Source | Optional | An additional source for the flexible salary budget, for example a bonus. Works the same as the Primary Salary Source. Not sure whether this applies? Contact manager-support@epassi.nl. |
| Budget Start Date | Optional | The date on which the Primary and Secondary Salary Source accrual is granted. If left empty, the amount is granted immediately. |
If Flexible leave is enabled:
| Field | Required / optional | Description |
|---|---|---|
| Required | The email address must be known to Epassi. If it isn't, the employee is skipped during the sync. | |
| Gross Hourly Wage | Required | Used to calculate the amount when selling or buying leave hours. |
| Balance of Non-Statutory Leave Hours | Optional | Required if Sell leave is enabled. Sold leave is deducted from the non-statutory leave balance, in line with your organisation's policy. |
| Balance of Statutory Leave Hours | Optional | Not required, but recommended. The hours are then shown in the app, helping employees decide whether to buy or sell leave. |
Are Flexible salary and Flexible leave both enabled? Then include the required fields for both in the file.
2. Upload the file and check the data
Upload the completed file. Epassi maps the fields automatically. Check the Preview & confirm tab to make sure the data is mapped correctly.
3. Review the dry run report
Download the dry run report before you sync. It shows exactly what will be processed. The first column shows the action for each line:
- Update: the data will be updated.
- Skip: no active account is linked to the email address, so the employee is skipped.
4. Sync and check the status
- All correct? Confirm the sync. You will then go to the task overview.
- The Dry run column shows whether the task is a sync (Data sync) or a dry run (Dry run). Once the sync has completed successfully, the task shows as Completed.
When is the data updated?
Immediately after the sync, the employee's profile and app show:
- gross holiday allowance
- non-statutory leave balance
- statutory leave balance
Good to know
- Epassi displays the Flexible salary data, but your payroll or HR system remains the source of truth.
- The dry run report shows each employee's current budget end date and new start date. These are applied as soon as you sync, for example:
| previous_primary_salary_source_end_date | new_primary_salary_source_start_date |
|---|---|
| 2025-04-30 | 2025-05-01 |
- Employees must already be onboarded in Epassi before you can upload their Flexible salary data. Only include known email addresses, otherwise the employee is skipped.