How to Upload Employees for Benefits Access

If you would like to upload your existing employees to Flare for benefits access only, the simplest and quickest way is through the batch upload feature.

Uploading Employees for Benefits Access

• Navigate to Organisation > Manage Employees and click Batch upload OR navigate to Settings > Batch upload.
  
  
• Under Import Template Type select Basic
  
  
• In Step 1 select:
  
  
  
  • Full name information
  • Full employee details 
  • Employee's address
    

Note: If you would like to have more information stored against your employees in order to filter between them, you may wish to include the Role details set of columns. This includes fields such as the Legal Entity, Division, Department, Job and Location.

• After you have selected your groups of columns you are ready to download the Employee Import Spreadsheet in Step 2
  
  
  
  
  • If you would just like to add new employees to your account, click Get Employee Import Spreadsheet. This will then download a blank import spreadsheet containing the groups of columns selected in Step 1.
    
    
  • Alternatively, if you would just like to add new employees to your account AND review and update your existing employee information select the "include existing employee info in the spreadsheet" checkbox before clicking Get Employee Import Spreadsheet. This will then queue for download a spreadsheet containing the groups of columns selected in Step 1 and your existing employee information for these columns. 
    
    Once this is available for download you will receive an email and can access this either by navigating to Home > Action items OR clicking the bell icon on the top right of the page.
    
    
• After downloading the import spreadsheet you can then added in the details of any new employees that you would like to upload AND - if you have downloaded the details of existing employees - update their details if you would like.
  
  Note: you shouldn't update an employee's email address OR status using the batch upload feature.
  
  
  
  The columns should be completed as follows:
  
  

  Column	Mandatory in Import	Instructions / Notes
  First Name	Yes
  Last Name	Yes
  Status	Yes	Please select Active from the dropdown
  Email	Yes	You must enter a unique value email address
  Address1	No	This field is recommended to include
  Address2	No	This field is recommended to include
  City	No	This field is recommended to include
  State	No	This field is recommended to include
  Postal Code	No	This field is recommended to include
  Country	No	This field is recommended to include
  EthnicOrigin	No
  DateOfBirth	No	This field is recommended to include Format: yyyy-mm-dd Please note users must be over 13 and under 100 to access benefits
  Gender	Yes	Please select from the dropdown list
  WorkPhone	No
  MobilePhone	No	This field is recommended to include Please enter a +61 or 04 number
  HideMobile	No
  HideMobile	No
  Title	No	This field is recommended to include
  MiddleName	No	This field is recommended to include
  PreferredName	No

• Once the import spreadsheet has been completed and saved, navigate back to Settings > Batch upload and import the spreadsheet in Step 3 by clicking Upload Employee data into Flare and selecting your spreadsheet.
  
  
  
  
  • If your spreadsheet also contains the details of existing employees please ensure that you select the "Existing employee info will be updated..." checkbox.
    
    
  • If you included Role details in your template and have added any new divisions, departments, jobs, combinations of, or locations please ensure that select the "Update divisional structure as determined by import file" checkbox.
    
    
• Once you have selected your file it will begin to upload and you will be notified that the batch upload is in progress (or alternatively if there are any errors with the file that need addressing).
  
  Note: If there are any errors the file will not be imported.
  
  
  
  
• After the import has been completed, you will receive an email notification confirming this and any new employees added should automatically receive a welcome email from Flare providing them with the log in details required to access benefits.
  
  Note: Depending on your account's setup any employees uploaded may need to complete an onboarding process as an existing employee uploaded to Flare.