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How to upload and update your employee data

Manage joiners, movers and leavers in minutes using the Employee Data File (EDF) and the Aslan client portal.

You will use a simple CSV (comma-separated values) template called the Employee Data File (EDF), your workforce master file. Once you are set up, updates should only take a few minutes each pay cycle.

Each upload:

  • Adds joiners new employees are created and invited to Aslan
  • Updates movers changes to details such as salary, email address, payroll ID or job title are applied to existing employees
  • Records leavers adding a leave date stops an employee accruing further earnings and starts the leaver process

How to upload your file

  1. Log in to the Aslan client portal at https://portal.aslan.io.
  2. Go to the 'Upload data' section from your homepage.
  3. If you have more than one payroll, select the pay calendar you are uploading for.
  4. Drag & drop or select your completed EDF (.csv) and upload it.
  5. Wait a moment while Aslan analyses the file. This is a dry run, nothing changes yet. You will see a preview of exactly what would change: new joiners, updated details and leave dates.
  6. Review the preview. If anything looks wrong, cancel, correct your file and upload again.
  7. If everything looks right, confirm the changes. Nothing reaches live data without this confirmation step.
  8. Aslan validates and applies the changes in the background. You will receive an email confirming the result either what changed, or any issues to fix. A copy also goes to the Aslan support team, so we can help if something needs attention.

Need help?

If you have any questions or your upload reports an issue you cannot resolve, contact the Aslan customer success team at cs@aslan.io.