When you upload a Demographic File, the platform will validate each row before processing. If any rows contain errors, they will appear in the Rows Failed column on the Imports screen. This guide covers how to identify and fix the most common errors.

After uploading your Demographic File, check the Rows Failed column on the Imports screen. If this number is greater than zero, your file contains errors.

A Staged upload with rows failed — click the red icon or the three-dot menu (…) and select Errors to view details

Click the red icon or the three-dot menu (…) in the Actions column and select Errors. A window will display which rows are affected and the reason for each failure. Correct the issues directly in your Demographic File and re-upload.

If you are unsure how to resolve an error, contact the LINK implementations team at implementations@link-plans.com before re-uploading.

PERSONAL INFORMATION

Missing required name field

Column: firstname / lastname

Cause: The first name or last name column has been left blank for one or more rows. Both fields are required.

Fix: Enter the member's first and last name in the respective columns. Re-upload the corrected file.

Invalid birth date format

Column: birthdate

Cause: The birth date is missing, formatted incorrectly, or is an impossible date. The system requires dates in YYYY-MM-DD format (e.g. 1990-06-15).

Fix: Ensure all birth dates are formatted as YYYY-MM-DD. Re-upload the corrected file.

Invalid or missing tax identifier

Column: taxidentifier

Cause: The tax identifier (SIN) is missing, contains non-numeric characters, or does not match the expected format.

Fix: Enter a valid 9-digit SIN with no spaces or dashes (e.g. 123456789). Re-upload the corrected file.

Invalid gender value

Column: Gender

Cause: The gender field contains an unrecognised value. Only specific values are accepted by the system.

Fix: Use one of the accepted values: "Male" or "Female". Re-upload the corrected file.

CONTACT & ADDRESS

Missing or invalid primary email

Column: primaryemail

Cause: The primary email address is missing or is not a valid email format. This field is required as it is used to send the member their onboarding invitation.

Fix: Enter a valid email address in the format name@domain.com. Re-upload the corrected file.

Invalid postal code format

Column: homeaddresspostalcode

Cause: The postal code is missing or does not match the expected Canadian format (e.g. A1A 1A1).

Fix: Ensure postal codes follow the standard Canadian format. Re-upload the corrected file.

Invalid or missing province

Column: homeaddressprovince

Cause: The province field is blank or contains an unrecognised value. The system expects the full province name or standard abbreviation.

Fix: Use a recognised province value such as "Ontario" or "ON". Re-upload the corrected file.

EMPLOYMENT INFORMATION

Missing or duplicate employee number

Column: employeenumber

Cause: The employee number is blank, or the same employee number appears more than once in the file or already exists in the system.

Fix: Ensure every row has a unique employee number that does not already exist in LINK. Re-upload the corrected file.

Invalid contract start date

Column: contractstartdate

Cause: The contract start date is missing, incorrectly formatted, or is a future date that falls outside the accepted range.

Fix: Ensure the contract start date is formatted as YYYY-MM-DD and is a valid past or current date. Re-upload the corrected file.

Invalid salary format

Column: salary

Cause: The salary value contains a currency symbol, commas, or non-numeric characters. The system expects a plain number.

Fix: Enter salary as a plain number with no symbols or commas (e.g. 65000 or 65000.00). Re-upload the corrected file.

FILE STRUCTURE

Missing required column header

Column: Multiple columns

Cause: One or more required column headers are missing from the file. This typically happens when the template has been modified or columns have been accidentally deleted.

Fix: Download a fresh copy of the Demographic File Template from the File Templates button on the Imports screen and re-enter your data using the correct column headers.

File saved in wrong format

Column: File format

Cause: The file was not saved as an Excel (.xlsx) file. The Imports screen only accepts Excel files.

Fix: Open your file and save it as .xlsx (Excel Workbook) before uploading. Re-upload the corrected file.

Do not guess when fixing errors. If you are unsure what a row's error means, contact the LINK implementations team at implementations@link-plans.com with the error details and they will help you resolve it.

• Correct all flagged rows in your Demographic File.

• Save the file as .xlsx and re-upload via Imports → Import.

• Check the Rows Failed column again after uploading to confirm all errors are resolved.

• Once the upload shows no failures, email implementations@link-plans.com to notify the team.

Contact the LINK implementations team if:

• You cannot identify or resolve an error from the error details provided.

• Your file continues to fail after multiple correction attempts.

• You receive an error not listed in this guide.

Need Help? Contact us at implementations@link-plans.com or call +1 844-707-3700, or use the chat widget in the bottom left corner of your screen