We have moved to new Eligibility file specs. DO NOT use these specs anymore. Please reference Current Eligibility File Specs.


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 

 

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.

 

Header names are case-sensitive. "EMAIL" is not considered the same as "Email". 

Required headers

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

"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.

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.

 

If you should ever want reports based on, for example, departments, work locations, or job types, you must include these custom headers and fields in your eligibility file.

 

"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.  

 

Uploading a file containing only headers will deactivate all users.

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.