How to add or remove employees from the plan
You are responsible for adding or removing employees from your plan when they are no longer eligible to participate in the plan. This includes when employment is terminated, when an employee is on leave, and upon the death of a member.
If you have access to the Employer Dashboard, refer to the 'Adding or removing employees through the Employer Dashboard'. If you do not have access, refer to the 'Adding or removing employees through email' section.
Adding or removing members through the Employer Dashboard
Sign into the Employer Dashboard. From the ‘Employees’ tab, click on ‘Update Employee List.’ Download and populate the employee.xlsx template with employee changes you wish to make.
You can also download your last submitted file to help you keep track of your member changes.
To add an employee
Populate all mandatory fields (name, email address and group if applicable)
To remove an employee
Populate the name and email address columns, and update the Member status field to 'Terminated' and add the 'Terminated date'
To remove an employee on temporary leave
If you need to pause employee contributions due to parental leave, sabbatical or other reasons, simply update their employment status to Terminated and add the 'Terminated date' in the employee.xlsx file and exclude the employee from the payroll register you upload, until they have returned to work
To change an employee group
Populate the name and email address columns and select the new group from the dropdown in your Excel file
Dos and Don’ts
- Check your last submitted file to keep track of your changes
- Make sure that your employees’ email addresses are formatted properly (i.e. email@example.com)
- Confirm that all date fields are entered in YYYY-MM-DD format
- Make sure that your employees are assigned to the proper group (if applicable)
- Include formulas or cell references in your file
Completing your update
When you select and upload your file, our system will check the file content and summarize the changed records so you can review before they are submitted.
To complete your changes, click the green 'Submit’ button in the bottom right corner of the screen. Make sure that you see the ‘Success’ message before you log out.
After you update
You’ll be able to see your changes immediately when you navigate back to the Employee List. New employees will show up in the Employee List as 'New' or 'Not Enrolled' until they set up their account.
Notifying new employees
An automated email will be sent to newly added employees at 4:00 pm ET that day.
If the Member status of an employee is set to "Terminated", the member will be removed from your plan. That employee will no longer appear in your list of Employees. You can still submit payroll contributions for terminated employees.
The employer has updated the group of this employee in the Excel file.
Errors and warnings
If your file contains an error, an error message will appear in red. You’ll need to cancel your upload, resolve the error in your file, and submit the file again.
Common errors include:
Your file is missing an email address, first name or last name
An email is already in use in our system (with your company or another partner)
If your file contains a warning, a warning will appear in orange. You can still submit the file, but we recommend reviewing it to fix any issues.
Common warnings include:
Name field is longer than 48 characters
You have already processed a payroll register for this period
Earnings validations and thresholds
Date of birth validations
Adding employees for the first time through email
If you have not received an email to create an Employer Dashboard account, populate and submit the employee.xlsx template that was sent to you (same as step 2).
If you need to pause employee contributions due to parental leave, sabbatical or other reasons, simply update their employment status in the employee.xlsx file and exclude the employee from the payroll register you send us each pay cycle, until they have returned to work.