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 multiple companies
- You created a Shift [Overtime, Hours] Pay Definition (Shift 1) and you need multiple shifts e.g. Shift 1. to Shift 31
Note: the example below is done for Pay definitions, but the process is the same for Report definitions.
Download #
- Company Setup > Pay definitions (or Report definitions)
- Scroll to the bottom of the page
- Download…
- Select the company and click Download:
You will have a file called something like paydefinition – 2024-04-25T163139.108.csv in your Downloads folder
Edit #
Edit the file using a spreadsheet editor like Excel.
The downloaded files will include many standard definitions. Each definition is on its row.
Delete all of the rows you do not need, and only keep the ones you wish to copy. Examples:
Follow the next appropriate step depending on whether you are creating definitions for a new company or simply duplicating them 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:
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.
Upload Wizard #
- Company Setup > Pay definitions (or Report definitions)
- 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 are shown.
- Finally, click Publish… to complete the operation:
