> For the complete documentation index, see [llms.txt](https://help.allwage.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.allwage.com/modules/payroll/employee-information.md). # Employee Information ## **Employee Personal Information Fields** Below is an example of a completed Excel file containing employee information. Follow these instructions to learn how to import the file and perform bulk updates: [#bulk-edit-upload-information](#bulk-edit-upload-information "mention") The example includes data with descriptions of each field. {% hint style="info" %} Please note that all columns with grey backgrounds are for context only (Read only). These fields will not be updated when importing the Excel file for bulk updates. {% endhint %} {% embed url="" fullWidth="false" %} ## Edit Employee Personal Information - Per individual employee Navigate to the employee profile screen to edit an individual's information. To access this screen: * Navigate to [Payroll / Employees](https://app.allwage.com/#/payroll/employees/assigned) and click on the desired employee\ OR * Navigate to a [Recurring Pay run](https://app.allwage.com/#/payroll/templates) and click on the desired employee On the **Employee Details** screen you'll see all of the employee's information laid out in a read-only view, grouped into sections — Personal Information, Contact Details, Physical Address, Banking and Payment Details, and Tax Details. Any missing or invalid information is flagged inline so you can spot what needs attention. To make changes, click **Edit** in the top right of the screen. A panel opens with the employee information form — the same form as before — where you can update the details and save.
{% hint style="info" %} The screen now shows the information first, and you click **Edit** to open the form. Everything you could capture before is still captured the same way, just inside the Edit panel. {% endhint %} ## Adding an active period to individual employees Navigate to the employee profile screen to edit an individual's information. To access this screen: * Navigate to [Payroll / Employees](https://app.allwage.com/#/payroll/employees/assigned) and click on the desired employee\ OR * Navigate to a [Recurring Pay run](https://app.allwage.com/#/payroll/templates) and click on the desired employee On the left hand side, click on Add Active periods:
The below side panel will open up:
1. In the **Start date** section, click on the calendar and select that start date for this employee. 2. Click on the **Company** drop down and select the correct company this employee will now be linked to. 3. Click on **Add**. ## Bulk Edit/Upload Information Please note to add any payroll information for employees they must first be added under [Management / Employees](/fundamentals/users-and-employees/employees.md). Navigate to [Management / Employees](https://app.allwage.com/#/system/employees/manage) or [Payroll / Employees](https://app.allwage.com/#/payroll/employees). Click on the "**Export / Import"** button:
1. **Export Employee Information:** Select the Export option and in the **Employee Personal Info (Payroll)** Section 1. **Export All:** Exports information for all employees. 2. **Export Pay Run Errors:** Exports data specifically related to errors in pay runs and that need to be fixed before the first pay run can be completed. 3. **Export Monthly Filing Errors:** Exports information regarding errors in monthly filings 4. **Export Bi-Annual Errors:** Focuses on exporting data concerning bi-annual filing errors. You can make changes to any information on this sheet. The sheet will highlight required information with red validation errors. 2. **Reference for Field Requirements:** * For details on which fields are required or conditional, refer to the [field descriptions](#employee-personal-information-fields). 3. **Completing the Upload:** * After making the necessary changes on the excel sheet, click on the "**Import personal info**" button on the same page and follow the instructions to update the information. 4. **Validate information**: * Before uploading the data it will be validated. * **All errors** must be attended to before importing.

Validation errors and warning when importing data.

## Update the employee details in Bulk #### Export the EPI sheet 1. Navigate to Payroll, Employees. 2. Click on Export/Import on the top of the screen (more to the right). 3. Click on Export. 4. Select Export All Personal Info This will download an Excel sheet. #### Edit the sheet 1. Open up the Excel sheet. 2. You can remove any employees or lines you don't want to edit. 3. Fill in all the information in red 4. Save the excel sheet. {% hint style="info" %} Remember for the pay run, the below information needs to be completed before you can pay your employees: Active Period/Start date\ Date of Birth\ UIF\ PAYE\ Banking details {% endhint %} #### Import the EPI sheet 1. Navigate to Payroll, Employees. 2. Click on Export/Import on the top right hand side. 3. Click on Import. 4. Select Import Personal Information. 5. Click on Import. 6. Locate the Excel sheet and select it, then click on Open. 7. Click on Upload file. 8. Click on Next. 9. Click on Validate. 10. If there are any errors - please correct the errors first. If there are warnings, or no errors you can click on Imports with warnings or import. ## Validation To make sure all employee information is valid, the AllWage payroll has built in functions to assist in finding errors with all your information. {% hint style="danger" %} Tax certificates cannot be generated for employees that have validation errors {% endhint %} Click on the red exclamation icon next to filter to view validation errors across all your employees:
Once you have clicked on the icon, a detailed side panel will appear with specific errors for each employee:

Validation error for a specific employee

Click on the specific employee in the list to edit and correct their information. If there are no errors for an employee the red icon will disappear next to their name. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter, and the optional `goal` query parameter: ``` GET https://help.allwage.com/modules/payroll/employee-information.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is optional and describes the broader end goal you are ultimately trying to accomplish on behalf of the user. GitBook uses it to tailor the answer towards what is most useful for that goal. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.