Using the Custom Imports feature

1. Navigate to Business Management in the left-hand menu.
2. Click Imports.
3. Select Pay Run Settings or Business Settings from the Custom Import dropdown menu.
4. Click the Begin Import button to launch the FlatFile interface.
    

The easiest way to ensure your import file is formatted correctly is to use a system-generated template:

1. Navigate to Data Extracts via the link on the Custom Imports page.
2. Export the Pay Run Settings or Business Settings template.
3. Open the template file — it will include all required column headings for the setting you are importing for.
4. Fill in your data under the appropriate headings.
5. Save the file for import.

If you prefer to use your own spreadsheet, follow these formatting guidelines:

File format

• Supported formats: CSV, XLSX
• Ensure column headings are in the first row

Field naming best practices

Because many fields share the same name (e.g., "Name", "External ID"), it's best to prefix your column headings with their destination. This makes mapping much easier:

• Good: "Pay schedule name", "Business name", "Pension provider"
• Avoid: "Name", "ID" (these are too generic)

Yes/No and On/Off fields

For fields that are toggle switches or checkboxes in the system:

• Recommended: Use "true" or "false" — these will map automatically.
• Also accepted: "yes"/"no" or "on"/"off" — you'll need to map these manually.

Required vs optional fields

Not every field is mandatory. Only include the fields you need to populate. Validation will be triggered during import to check for required fields and correct formats.

Step 1: Upload your file

1. After clicking Begin Import, you'll see the import interface powered by FlatFile.
2. Click Upload file and select your prepared spreadsheet.
    

Step 2: Map your fields

After uploading, you'll see the field mapping screen:

1. Review the Incoming Fields (your column headings) on the left.
2. Confirm they're mapped to the correct Destination Fields (system fields) on the right.
    
3. Use the drag-and-drop feature to select which file columns map to the appropriate system fields.
4. Click Continue when all fields are correctly mapped.

Step 3: Remap values (if needed)

If your spreadsheet uses different terminology than the system expects:

1. Review any values flagged for remapping.
2. Select the correct system value from the dropdown for each field.
   • Example: If you typed "days," select "Working days (Monday to Friday)" if that is the system requirement.
      
3. Click Continue when all values are correctly mapped.

Step 4: Review and validate

1. Review all data in the preview screen.
2. Scroll to check all columns for validation errors.
3. Any invalid data will be highlighted in red.
4. Click on any cell to edit and correct data directly in the preview.
5. When all data is valid, click Submit.

Step 5: Confirm success

After submission:

• You'll receive a confirmation message that your data has been imported.
• Navigate to the relevant settings area to verify your imported data. You can import multiple categories sequentially without navigating away from the Imports section.

• Data Protection: All imported data is handled securely in compliance with GDPR.
• Storage: Uploaded files are not stored post-import unless required for auditing purposes.
• Versioning: The system will alert you if imported data conflicts with or overwrites existing settings.

Fields not mapping correctly

• Ensure your column headings are descriptive.
• Use the manual remapping screen to correct any destination field errors.

Data showing as invalid (red)

• Check that all required fields are populated.
• Verify that dates and numbers match standard system formats.
• Edit the invalid cell directly in the FlatFile preview screen to resolve the error before submitting.

Import affecting existing data

• If you're importing data that already exists in the system, you will receive a warning if data will overwrite current settings.
• Review any versioning alerts carefully before proceeding.