Bulk Onboard Employees

The Bulk Onboard Employees feature in RazorpayX Payroll enables you to onboard multiple employees or part-time employees simultaneously. This functionality streamlines administrative processes and ensures data consistency across your workforce. When managing numerous employee records, this feature eliminates the need to add records individually, thereby increasing efficiency and accuracy.

Common use cases include:

• Fresh Hire Batches

  Onboarding multiple employees simultaneously for seasonal hiring or project ramp-ups. This streamlines the integration process when bringing on groups of new permanent staff members during peak recruitment periods or when scaling teams for new initiatives.

• Contractual Resource Deployment

  Rapidly onboarding multiple contractors for time-sensitive projects. This focuses on efficiently integrating specialised external talent to meet urgent business needs while ensuring proper access, training, and alignment with project objectives.

Step-by-Step Bulk Onboard Process

Step 1: Access the Bulk Onboard Feature

1. Navigate to the People section in your RazorpayX Payroll dashboard.
2. Click Add in the upper right corner
3. Select Multiple Employees from the add drop-down menu.
   
   Handy Tips
   The Bulk Onboard feature works for both regular employees and part-time employees. You can onboard information for both categories in a single operation.

Step 2: Download the Template

1. In the Bulk Onboard modal, click the Download Template button.

2. The system will provide you with a downloadable template. This serves only as a format for the data and does not contain any pre-filled details. You will need to enter the employee information as per the template.

3. Save the template to your local system.

   Handy Tips
   The downloaded template contains the required format making it easier for you to identify which fields are mandatory. Only modify the information you wish to update and leave other fields unchanged.

Step 3: Update the Template

1. Open the downloaded template in Microsoft Excel or a compatible spreadsheet application.
2. Fill in the employees information who needs to be onboarded.
3. Make the necessary changes to the relevant fields.
4. Do not add or remove any columns from the template
5. Save the file after making your updates.

Step 4: Upload the Updated Template

1. Return to the RazorpayX Payroll dashboard and the Bulk Onboard modal.
2. In the Upload section, either:
   • Click the Upload button and select your updated file.
   • Drag and drop your file into the designated area.
3. Only .xlsx and .xls formats are allowed with a maximum size of 5MB.
4. Wait for the file to upload (a progress indicator will show the upload percentage).

Watch Out!

Once you have uploaded the template, you can download the error report (if any) using the Download Report button.

Step 5: Preview and Verify Updates

1. After uploading, the system displays a preview of all employees' data.
2. The preview screen highlights what information is uploaded.
3. Use the Filter options to focus on specific types of data.

1. Sort the data to organise the preview and identify potential misses.

2. Review carefully for any errors or missing information

   Handy Tips
   The preview stage is crucial for catching potential errors. Use the filter and sort options to systematically review different types of updates (For Example, filter by department to verify all department changes).

Step 6: Complete the Upload Process

1. After carefully reviewing all changes, click the Complete Upload button.

1. The system processes the updates and applies the changes to employee records.
2. Upon successful processing, a confirmation message appears.

After completing the bulk onboarding:

1. All updates will be reflected from next unfinalised payroll. No changes shall be made to already finalised payroll.
2. Onboarded employees' information is immediately reflected in the system.
3. Reports will automatically incorporate the employees information and generate a missing error report in case of misses.
4. Any compliance implications from the onboarded list are automatically handled by the system.

Handy Tips
After a major onboarding, it is a good practice to verify a few random employee profiles to ensure that all the employees have been onboarded correctly. This can be done directly from the People dashboard.