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Bulk upload pay defintions, report definitions or schedules

3 min read

Follow this guide for bulk download/edit/upload in cases where:

  • You created Definitions (Pay definitions, Report definitions etc.) in one company and you need to reuse these in other companies
  • You want to change multiple Pay Schedules e.g. to change prompt start and prompt end dates in one company
  • You created a Shift [Overtime, Hours] Pay Definition (Shift 1) and you need multiple shifts e.g. Shift 1. to Shift 31

In all cases, the 3 step process is:

  1. Download existing pay/report definitions or schedule data
  2. Edit the data to make changes
  3. Upload the new data

Note: some steps the example below is shown for Pay definitions, but the process is the same for Report definitions and Pay Schedules.

1. Download #

  • Company Setup > Pay definitions (or Report definitions or Pay Schedules)
  • Scroll to the bottom of the page
  • Download…

  • Select one company, or shift-select all companies, and click Download:

You will have a file called something like paydefinition – 2024-04-25T163139.108.csv or reportdefinition – 2024-10-17T233701.984.csv or payschedule.csv in your Downloads folder

2. Edit #

Edit the file using a spreadsheet editor like Excel.

The downloaded files will include many standard definitions or schedules. Each is on its own row.

For Pay and Report Definitions, Delete all of the rows you do not need, and only keep the ones you wish to copy. For Pay Schedules, you will typically keep all rows.

Pay Definition Example:

Report Definition Example:

Pay Schedule Example:

Follow the next appropriate step depending on whether you are creating definitions for a new company or duplicating/editing for an existing company.

1. Edit a New Company name #

If you are creating pay definitions for a different company, then you will need to edit the company name which is in 2 parts:

  • Client; Company.

In the example above, the client is called Acme and the company is called Advanced Mechanics. Carefully change the company name to the new one you want to upload to. e.g. White Co while keeping the same client name:

2. Duplicate Shifts #

If you need to duplicate shift items, duplicate the rows. Generally, if you auto-fill will work correctly on the name and description Shift 2 Shift 3 etc. Ensure the columns should not auto-fill – tip: Excel will display a small control after filling that can be switched to Copy Cells:

3. Edit Values. #

If you are changing the Pay Schedule prompts_begin and prompts_end, simply edit the relevant cells.

Saving #

We recommend saving the file as a multi-sheet XLSX. This will retain formatting and allows the use of one sheet (tab) per company.

3. Upload #

Use the Upload multi-page wizard to upload and verify the data.

  • Company Setup > Pay definitions (or Report definitions or Pay Schedules)
  • Scroll to the bottom of the page and click Upload…

  • Choose file and click Upload file to server…
  • On the next wizard page, check you have the correct file (the top 3 rows are shown)!
  • If you have a multi-sheet Excel, ensure you click on the correct sheet (tab)
  • Tick Skip the first row: Tick to skip a header row
  • Click Pre-process selected data…

  • On the last page of the wizard, check everything that will be uploaded.
  • Any New or Updated definitions or schedule changes are shown in red and green.
  • Finally, click Publish… to complete the operation:

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