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 employees through email' section.
Adding or removing employees 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
All employees whose employment has been terminated should be removed from the plan, including employees who were members of the plan and those who elected not to enroll in the plan. The same process for removing an employee applies. 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, do not update the employee.xlsx file. Simply 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
Do:
- Check your last submitted file to keep track of your changes
- Make sure that your employees’ email addresses are formatted properly (i.e. janesmith@email.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)
Don’t:
- 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 – new employees
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.
After you update – terminated employees
If the Member status of an employee is set to "Terminated", the member will be removed from your plan. That employee will no longer be visible in the Employee list under 'Enrolled' or 'Not Enrolled'. You can still submit payroll contributions for terminated employees who were enrolled in the plan.
Our Customer Success team will reach out to any terminated employees to discuss options to continue plan membership. As a helpful resource for your employees, you can share this article and one-pager in your offboarding communications.
Changed Group
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:
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Your file is missing an email address, first name or last name
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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:
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Name field is longer than 48 characters
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You have already processed a payroll register for this period
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Earnings validations and thresholds
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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).
Temporary leave
If you need to pause employee contributions due to parental leave, sabbatical or other reasons, do not update the employee.xlsx file. Simply exclude the employee from the payroll register you send us each pay cycle, until they have returned to work.
