Employee Setup Options

Role: Company Admin
Portal: Actnation company portal
Prerequisites: Company registration is complete.

Purpose

Before employees can participate in voting or payroll giving, their records need to be added to Actnation. You can do this in three ways:

Option 1 — Zenegy payroll connection

Best for companies already using Zenegy as their payroll system.

1. Go to Company → Settings → Employee Setup (or use the Onboarding step).
2. Select Payroll Connection.
3. Either connect directly with your Zenegy credentials, or request connection from whoever manages your payroll account.
4. Once connected, Actnation syncs your employee list automatically every night.

For Corporate Giving only, an information button in the top-right corner of the top-level Payroll Connection card explains how the integration is used. Open it by hovering, focusing and activating it with the keyboard, or tapping it. In Corporate Giving mode, Actnation does not access salary data or create payroll deductions; the payroll integration synchronizes employee information and employment changes to manage invitations and account status.

For Payroll Giving only, Employee Setup is locked to Payroll Connection. The source chooser, CSV import, Entra ID, and Skip are hidden. Connecting Zenegy or submitting a payroll connection request is the only way to satisfy onboarding.

Disconnect a Zenegy connection

When Zenegy is connected outside Payroll Giving only, the main Payroll Connection card includes a Disconnect action and cannot be opened.

For Payroll Giving only, Disconnect is hidden because salary deductions require the connection. Other giving modes are hidden in Settings. Contact Actnation support if the setup needs to change.

1. Go to Company → Settings → Employee Setup.
2. Select Disconnect on the active Payroll Connection card.
3. Review the consequences in the confirmation dialog, then confirm.

Disconnecting stops Zenegy employee sync and future payroll-deduction pushes. Your active employees remain available and are moved to a CSV-managed roster. If the company uses personal and company wallets, its giving mode changes to Company Wallet.

In that transition, Actnation removes the employee-funded portions of pending payroll donations and active recurring donations for campaigns that have not ended. Company-funded and gift-funded portions remain committed, even when a donation has no Company Wallet amount. The salary deduction is removed from Zenegy without cancelling the gift-funded donation. Employee-only donations and subscriptions are cancelled. Cancelled donations and subscriptions retain their original amount as historical data. Donations already processed through salary or otherwise resolved are unchanged, and subscriptions for ended campaigns are left unchanged.

Disconnecting does not refund or use any of the employee's current monthly company balance. Retained company-funded subscriptions continue creating company-only donations each month until changed or cancelled through the normal donation controls. Those future donations use the usual monthly company budget. Review your recurring commitments before confirming the disconnect.

After the disconnect completes, Employee Setup shows the CSV-managed status without reloading the page. You can maintain the roster as a CSV or choose a connection option again. A disconnect is blocked while a payroll run is in progress; wait for the run to finish and retry. If Zenegy has already revoked the connection, Actnation still completes the local disconnect.

Option 2 — CSV file import

Best for companies without a supported payroll integration.

1. Download the employee CSV template from the portal.
2. Fill in one row per employee: Full Name, Email, Department, Location, Start Date, Date of Birth.
3. Upload the completed file.
4. Review and correct any validation errors shown.

For your first CSV upload, use Company → Settings → Employee Setup. To update an existing CSV roster, open Company → Employees → Add & Edit Employees → Update CSV document. You can upload again even if you already updated the file this month.

After the initial import, you can also add individual employees one at a time from Company → Employees using the Add Employee button — useful for new hires who join between CSV uploads. See Managing Employees. This manual option is only available for companies using CSV file import; it's hidden for Zenegy and Entra ID companies, since those employee lists are managed by the connected system.

Common CSV errors and fixes:

Error message	Fix
Duplicate email in file	Each employee must have a unique email address. Remove the duplicate row.
Invalid date format	Use YYYY-MM-DD or the format shown in the template.
Missing required columns	Re-download the template — do not rename or remove any column headers.
Employee already active in another company	Remove those rows; cross-company employee conflicts must be resolved via support.

Option 3 — Microsoft Entra ID (Azure Active Directory)

Best for companies using Microsoft 365 for directory management.

1. Go to Company → Settings → Employee Setup.
2. Select Entra ID and follow the authorization steps.
3. Actnation connects to your Microsoft directory and syncs employees daily.

Verify success

For eligible companies without an integration, active company admins normally receive a monthly CSV reminder on the 15th at 08:00 Danish time. Saving a CSV since the first of the month suppresses that month's reminder. This also applies to first-time uploads. A reminder already prepared for sending may still arrive after you save the file. Delayed reminders can arrive later in the same month. See Monthly employee-list reminder for eligibility and the email link's sign-in behavior.

Go to Company → Employees and confirm that your employee records are visible with the expected statuses.

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