Rate Card Importer

Overview

The Rate Card Importer allows you to create and update rate cards and/or rates in bulk, by uploading data in a .csv template.

Before You Start

If your portal isn’t set up to use rate cards, this will need to be switched on. To use the Rate and Rate Card Importer, please contact Support.

Enabling the Rate Card Importer does not impact any existing functionality for creating rate cards and rates manually in your portal.

Important: Before you import any new or updated Rates or Rate Cards into your live portal, it is important to back up the original export file and request a sandbox portal.

This is so that the process outlined in this document can be thoroughly tested in an environment that won’t compromise your live data, and you have a copy of the original data if it needs to be restored.

Rate Card Importer Templates

If you are creating new rates or rate cards, you will need to create the rate card before you can assign rates, in line with existing functionality.  

You can do this using the Rate Card Importer by completing and uploading the rate card .csv template, then using the rates .csv template to upload and assign the required rates to each rate card.

Create New Rates and Rate Cards

To create the new rate cards or rates, download a blank template from Config > Payroll > Rate Card Importer.

• For rate cards, click ‘Download template for rate cards’.
• For rates, click ‘Download template for rates’.

Each template contains the same field headers as in the Config > Payroll > Rate Cards report. These headers should not be changed, as this will cause an error during the import process.

Update Existing Rates and Rate Cards

If you are updating existing rates or rate cards, you will need to export the Re-Importer template from Config > Payroll > Rate Cards > Export and use this to update your existing data.

• For rate cards, select the rate cards you want to export, then click Export > Export Re-Import Template - Rate Cards.
• For rates, select the rates you want to export, then click Export > Export Re-Import Template - Rates.

The Re-Import Templates contain the fields and headers that appear in the associated on-screen report. These headers should not be changed, as this will cause an error when the file is re-imported.

The fields that appear in the template will depend on how your portal is configured. For instance, if Rate Groups aren’t enabled in a portal, the Group Name column will not appear in the exported file.

Importer Upload Limits

When using the Rate Card Importer, the following limits apply:

• 5000 rates per import
• 1000 rate cards per import

If the number of rate cards or rates that you need to import exceed these limits, you will need to process them in separate uploads. 

Rate Import Status Report

When new or updated rates are imported using the Rate Card Importer, you can track their progress and monitor for errors in the Config > Payroll > Rate Import Status report. 

This report applies to rates that are imported using the Rate Card Importer only. It will not report on any rate card uploads, or any rates that are manually configured in your portal or submitted via the API.