Bulk Update Employee Details

The Bulk Update Employee Details feature in RazorpayX Payroll enables you to update multiple employees or contractors simultaneously. This functionality streamlines administrative processes and ensures data consistency across your workforce. When managing numerous employee records, this feature eliminates the need to update records individually, thereby increasing efficiency and accuracy.

Common use cases include:

• Organisational Changes: Updating information for multiple employees simultaneously during department restructures or designation changes.

• Compliance Data Updates: Quickly updating statutory information such as PAN, PF UAN numbers, and other compliance-related details for multiple employees.

Step-by-Step Bulk Update Process

Access the Bulk Update Feature

1. Navigate to the People section in your RazorpayX Payroll dashboard.
2. Click Add in the upper right corner.
3. Select Bulk Update Employee Details from the dropdown menu.

Handy Tips
The Bulk Update feature works for both regular employees and contractors. You can update information for both categories in a single operation.

Download the Template

1. In the Bulk Update modal, click the Download Template button.
2. The system will provide you with a downloadable template. This template contains the required format for your updates.
3. Save the template to your local system.

Handy Tips
The template has two tabs that need to be filled out as needed. Review the instructions carefully before proceeding with your updates.

Review the Template Instructions

Before updating the template, carefully review the instructions provided:

1. The template has two tabs. Fill out both as needed.
2. Do not add or remove any columns.
3. There is a limit of 500 employees per upload.
4. If a field is empty, leave it blank (do not enter ”-”, “NA”, and so on.).
5. Avoid using all capital letters for names, addresses, titles, etc.
6. Mandatory fields are mentioned with * sign.
7. Date should be mentioned in DD/MM/YYYY format.
8. Bank account number should be added with leading “0” if applicable.
9. Do not make any changes or updates to the employee’s email ID.

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 updated.
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 in .xlsx or .xls format.

Handy Tips
Only modify the information you wish to update and leave other fields unchanged. This helps minimise errors and ensures only intended information is modified.

Upload the Updated Template

1. Return to the RazorpayX Payroll dashboard and the Bulk Update modal.
2. In the Upload File 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 status).
5. Once uploaded successfully, you will see a green checkmark next to the file name.

Watch Out!

By updating employee details, you agree that RazorpayX will verify their PAN and bank account information for accuracy and compliance. Ensure all details are entered correctly to avoid verification issues.

Preview and Verify Updates

1. After uploading, click the Upload & Preview button to proceed to the preview screen.

2. The system displays a preview of all employee data that will be updated.

3. You can switch between regular Employees and Part-Time Employees tabs to review different categories.

4. The preview shows details such as Name, Email Address, PAN, PF UAN, and other updated information.

5. Use the filter options (such as “Employee Data: PAN, PF UAN”) to focus on specific types of data.

6. Review the information carefully for any errors or discrepancies.

7. The system will show the total number of records being processed and how many are currently displayed.

Handy Tips
The preview stage is crucial for catching potential errors. Use the pagination controls at the bottom of the screen to navigate through all records, especially when updating a large number of employees.

Complete the Update Process

1. After carefully reviewing all changes, click the Confirm Upload button.
2. The system processes the updates and applies the changes to employee records.
3. Upon successful processing, a confirmation message appears.
4. If you need to make any adjustments, click the Back button to return to the previous screen.

After completing the bulk update:

1. All updates will be reflected in the employee/part-time employees p...

   All updates will be reflected in the employee/part-time employees profiles immediately.

2. Changes to salary or compensation details will be applied from the...

   Changes to salary or compensation details will be applied from the next unfinalised payroll. No changes shall be made to already finalised payroll.

3. Reports will automatically incorporate the updated information.

   Reports will automatically incorporate the updated information.

4. Any compliance implications from the updates are automatically hand...

   Any compliance implications from the updates are automatically handled by the system.