New Eligibility File Format (Effective September 1, 2018)

The eligibility file determines who can join Retrofit through a company plan.  The file should include everyone who is eligible and should not include anyone who is not eligible. 

Reference: Partner-Eligibility-Template.xlsx

File format 

• We only accept comma-delimited (also known as CSV) or pipe-delimited text files. The first line of the file must be a header row containing the names of the different fields in the file.
• The headers are case sensitive. Example: External ID, the ID must be in all capitals.  

Additionally, if you are submitting a comma-delimited file, we highly recommend that headers and values be enclosed in double quotation marks.

Header Names

The exact names of all headers in your file must be provided to us in advance. Our system will reject the entire file if it does not recognize a header. Please note that header names are case-sensitive. "EMAIL" is not considered the same as "Email".  

Required headers

Reference the file above for required headers.

Optional headers

Reference the file attachment above for optional headers.

Custom headers and fields

Our system has the ability to handle custom headers and fields of your choice if you let us know in advance what they are and how we should handle them. We can either ignore the values or store them for your reporting needs. Some fields of interest to you may be information about the person's department, work location, or job type. 

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File Upload Behavior

Adding, Updating, and Deactivating

When uploading an eligibility file, Retrofit will compare the people in the file to the people already in the eligibility system.  People are identified by the unique ID.  

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Eligibility Dates

Effective dates and termination dates for eligibility are set to the upload date of the file.  

For example, if a file is uploaded on January 1, 2014 and it contains a new user, then that user will have an effective date of January 1, 2014.  Likewise, if another file is uploaded on February 1, 2014 and no longer contains that user, then that user will have a termination date of February 1, 2014.

Eligibility File Format (Effective March 1st, 2016)

The eligibility file determines who can join Retrofit through a company plan.  The file should include everyone who is eligible and should not include anyone who is not eligible. 

File format 

• We only accept comma-delimited (also known as CSV) or pipe-delimited text files. The first line of the file must be a header row containing the names of the different fields in the file.
• The headers are case sensitive. Example: External ID, the ID must be in all capitals. 

External ID,First Name,Last Name,Email,Eligibility Type
RF10000,Blake,Clark,blake.clark@example.com,Employee
RF10001,Gordon,Nolan,gordon.nolan@example.com,Employee
RF10002,Joseph,Bailey,joseph.bailey@example.com,Employee
RF10003,Audrey,Dyer,audrey.dyer@example.com,Dependent
RF10004,Jack,Harris,jack.harris@example.com,Dependent

External ID|First Name|Last Name|Email|Eligibility Type
RF10000|Blake|Clark|blake.clark@example.com|Employee
RF10001|Gordon|Nolan|gordon.nolan@example.com|Employee
RF10002|Joseph|Bailey|joseph.bailey@example.com|Employee
RF10003|Audrey|Dyer|audrey.dyer@example.com|Dependent
RF10004|Jack|Harris|jack.harris@example.com|Dependent

Additionally, if you are submitting a comma-delimited file, we highly recommend that headers and values be enclosed in double quotation marks.

"External Id","First Name","Last Name","Email","Eligibility Type"
"RF10000","Blake","Clark","blake.clark@example.com","Employee"
"RF10001","Gordon","Nolan","gordon.nolan@example.com","Employee"
"RF10002","Joseph","Bailey","joseph.bailey@example.com","Employee"
"RF10003","Audrey","Dyer","audrey.dyer@example.com","Dependent"
"RF10004","Jack","Harris","jack.harris@example.com","Dependent" 

Header Names

 The exact names of all headers in your file must be provided to us in advance. Our system will reject the entire file if it does not recognize a header. Our system, however, is equipped to recognize 5 specific header names by default (External Id, First Name, Last Name, Email, Eligibility Type). If the header row of your file contains all of these headers and no other, and your file is a comma-delimited file, your file should not be rejected.

Required headers

All files must contain headers for the following pieces of information:

A unique ID for each person (also known as the external ID):

...

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• Default header name: Eligibility Type
• Fields for this item may be left blank. 
• This field allows us to specify different Retrofit products and pricing for people in your eligibility file.  Please talk to your Retrofit Account Manager for more details.

• This field accepts the following values:

  1. Employee

  2. Dependent 

  3. Consumer

  4. Custom1

  5. Custom2

  6. Custom3

• If there is no value for this field, it will default to Employee.

   

"External Id","First Name","Last Name","Email","Eligibility Type"
"RF10000","Blake","Clark","blake.clark@example.com","Employee"
"RF10001","Gordon","Nolan",,"Dependent"
"RF10002","Joseph","Bailey",,
"RF10003","Audrey","Dyer","audrey.dyer@example.com","Consumer"
"RF10004","Jack","Harris","jack.harris@example.com",

Optional headers

The following headers and information are optional and facilitate the sign up process.

An address:

...

• Street 1
• Street 2
• City
• State
• Postal Code

...

• Default header names:
  • Cell Phone
• Valid characters for the phone number are the digits 0-9, no spaces ( ), periods (.), parenthesis (()), or dashes (-). Example of a correct phone number entry 8471234567.

• The header name must contain one of the following values:

  • Cell (Ex. Cell Phone)

  • Mobile (Ex. Mobile Phone)
  • Home (Ex. Home Phone)
  • Work (Ex. Work Phone)
  • Office (Ex. Office Phone)
• The header name categorizes the phone number into the appropriate type.
• If there is no valid value for this header, it will default to 'Other'.
• The inclusion of these fields will facilitate the signup process.

Custom headers and fields

Our system has the ability to handle custom headers and fields of your choice if you let us know in advance what they are and how we should handle them. We can either ignore the values or store them for your reporting needs. Some fields of interest to you may be information about the person's department, work location, or job type. 

Custom fields may be left blank.

"External Id","First Name","Last Name","Email","Eligibility Type","Location","Department"
"10000","Blake","Clark","blake.clark@example.com","Employee","New York City","Accounts"
"10001","Gordon","Nolan",,"Dependent","San Francisco","Support"
"10002","Joseph","Bailey",,,"Cleveland",
"10003","Audrey","Dyer","audrey.dyer@example.com","Consumer",,
"10004","Jack","Harris","jack.harris@example.com",,,"Logistics"

File Upload Behavior

Adding, Updating, and Deactivating

When uploading an eligibility file, Retrofit will compare the people in the file to the people already in the eligibility system.  People are identified by the unique ID.  

• If a person exists in the file but not in Retrofit's eligibility system, then the person is added to the system and made eligible.
• If a person exists in the file and in Retrofit's eligibility system, then any changed fields are updated in the system.  Also, if the person was previously ineligible in the system, then they are reactivated and made eligible again.
• If an eligible person exists in Retrofit's eligibility system but not in the file, then they are deactivated and made ineligible

Eligibility Dates

Effective dates and termination dates for eligibility are set to the upload date of the file.  

For example, if a file is uploaded on January 1, 2014 and it contains a new user, then that user will have an effective date of January 1, 2014.  Likewise, if another file is uploaded on February 1, 2014 and no longer contains that user, then that user will have a termination date of February 1, 2014.