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How to Bulk Import Employee Data into 4Geeks Perks

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Efficiently managing employee benefits starts with having your team’s data organized and accessible. 4Geeks Perks streamlines this process by allowing you to bulk import employee information. Instead of manually entering data for each individual, you can upload a single file to populate your system instantly, ensuring your team has immediate access to their benefits and smart ID cards.

This article guides you through the process of preparing your data and successfully importing it into the platform.

Prerequisites

Before starting the import process, ensure you have the following:

  • Admin Access: You must have an active admin account on the 4Geeks Console with permissions to manage the Perks module.
  • Employee Data: A spreadsheet (CSV or Excel) containing your employees’ details. Essential fields typically include First Name, Last Name, Email Address, and Employee ID.
  • Active Perks Subscription: Ensure your organization has an active subscription to 4Geeks Perks.

Step-by-Step Instructions

Follow these steps to bulk import your employee data into 4Geeks Perks.

Step 1: Access the Perks Dashboard

  1. Log in to the 4Geeks Console using your admin credentials.
  2. From the main dashboard, locate and click on the Perks module.
  3. Navigate to the Employees or Team tab within the Perks interface.

Step 2: Download the Import Template

To ensure a successful import, your data must match the system’s required format.

  1. Click on the Add Employees button, usually found in the top right corner.
  2. Select Bulk Import from the dropdown menu.
  3. In the import window, click on Download Template. This will provide you with a pre-formatted CSV file with the correct headers (e.g., first_name, last_name, email, employee_id, department).

Step 3: Prepare Your Data

  1. Open the downloaded template file.
  2. Populate the rows with your employee data.
    • Tip: Ensure email addresses are unique for each user.
    • Tip: If you are using the 4Geeks Perks Card (RFID), you may see a column for card_id. If you haven’t assigned physical cards yet, you can leave this blank or fill it in later.
  3. Save the file in CSV format.

Step 4: Upload and Map Data

  1. Return to the Bulk Import window in the 4Geeks Console.
  2. Click Upload File and select your prepared CSV file.
  3. The system will display a mapping screen. Verify that the columns in your file match the fields in 4Geeks Perks (e.g., your “Email” column maps to the system’s “Email Address” field).
  4. If everything looks correct, click Confirm Mapping.

Step 5: Finalize Import

  1. Review the summary screen, which will show the number of records to be imported.
  2. Click Import Now.
  3. The system will process the file. You will receive a confirmation message once the import is complete. Your employees will now appear in the Perks dashboard, and if configured, they will receive welcome emails to activate their accounts.

Common Use Cases

Onboarding a New Department

Scenario: Your company has just acquired a smaller firm and needs to onboard 50 new employees to the benefits program immediately. Application: Instead of typing 50 profiles manually, you export their data from your HR system into the 4Geeks template. Result: In minutes, all 50 employees are live on 4Geeks Perks, ready to access their digital wallets and benefits without administrative delay.

Updating Employee Allocations

Scenario: At the start of a new fiscal year, you need to update the point allocations for 200 employees based on their new tenure tiers. Application: You perform a bulk import update (often supported by checking an “Update existing records” box) using the employee IDs as the unique identifier. Result: Balances are adjusted across the board instantly, ensuring accurate benefit distribution for the new year.

Troubleshooting

Issue 1: “Invalid File Format” Error

  • Cause: The file uploaded is not a CSV or the encoding is incorrect.
  • Solution: Ensure you save your spreadsheet specifically as “CSV (Comma delimited)”. Avoid using special characters in the file name.

Issue 2: Duplicate Email Addresses

  • Cause: The import file contains an email address that already exists in the system.
  • Solution: Check your file for duplicates. If the employee already exists, decide if you are trying to update their record (if supported) or if this is a mistake. Remove the duplicate row and retry.

Issue 3: Data Mapping Errors

  • Cause: The system cannot match a column from your file to a field in the database.
  • Solution: During Step 4, ensure you manually select the correct destination field for each column in your CSV. If a column is unnecessary (e.g., internal notes), you can usually choose to “Ignore” or “Skip” that column.

Conclusion

Bulk importing is a powerful feature that saves time and reduces errors when managing large teams. By following these steps, you can ensure a smooth onboarding experience for your workforce, granting them quick access to the wellness, dining, and transportation benefits managed through 4Geeks Perks.

For further assistance, visit the Help Center or explore integrations with 4Geeks Talent to automate data synchronization between your hiring and benefits platforms.