Answers to the most important questions for companies

No! An email address can only be used once as a username for the portal. If the same person is responsible for managing multiple companies or CareFlex IDs as an administrator, we recommend that your company’s IT department set up so-called “alias email addresses”.

If a valid employee email address is provided, an email invitation to the CareFlex employee portal can be sent. This must be arranged individually by contacting kontakt@careflexchemie.de. If a valid employee email address is not provided, the company is responsible for sending the invitation.

The timeline provides the answers:

You can find an overview of all HR incidents in this document:

The CareFlex employee ID is automatically assigned by the system and no further input is required.

Yes! In principle, employees can be registered from the start of their employment. If the company decides to apply a waiting period, the effective date can be reported separately.

The entitlement to benefits always takes effect on the 1st of the month following the incident.

There are essentially two options available for data submission: manual entry via the portal or via interface solutions. Further details can be found in the decision-making guide and the interface specifications.

In theory, it is indeed possible to fill in a CSV file manually. However, it makes more sense for the HR system to generate this CSV file. In either case, however, the CSV file is NOT ‘uploaded’ by the company, but is transferred to the portal via special software that needs to be installed.

Generally speaking, no! However, depending on the circumstances, a bespoke solution can be discussed and offered through our technical service provider.

Manual entry is carried out in the CRM/Employees section via "+ Create new employee". If this function is not available, there are three possible reasons:

• You have not assigned the "HR" or "HR (Management)" role to the user; see also the Enterprise Portal role concept.
• You requested automatic transfer of the relevant data during registration.
• During registration, you specified that your employees are managed exclusively by another company.

Yes, initially all employees are registered as NEW.

AES-256 encryption of the file, plus transfer via an HTTPS connection over port 443.

1. Log in to the company portal. You will need the "Technical" role.
2. Navigate to CRM (1), Company (2), Data Import Settings (3)
3. Generate a new API token by clicking the corresponding button (4). Please note that older API tokens will become invalid when a new one is generated.

You can send a notification of changes to employee details as often as you like. You no longer need to send empty notifications. If there are no changes in a given month, you do not need to do anything.

You can specify during the registration process whether you wish to submit reports manually via the portal or via an interface. You do not need to specify which type of interface you have chosen. The interface will configure itself automatically when you submit your first report.

An access token is valid for 12 hours. The exact validity period is provided in the response.

Access tokens can be generated multiple times in succession. However, generating a new access token invalidates the previous ones. You can therefore generate a new access token for each message and do not need to archive it.

Due to legal requirements, the tax identification number may not be used for the intended purpose.

Technical errors are not currently being reported. A log interface is currently being developed, which will allow you to check retrospectively whether an error has occurred and, if so, what it is.

A REST interface for error logging will be available very soon. The data can also be viewed via a browser interface (Swagger UI). 

The URL for the test system is: https://ingress-careflex-staging.n4group.eu/rest/swagger-ui/

In theory, it is indeed possible to populate a CSV file manually. However, it makes more sense for the HR system to generate this CSV file. In either case, however, the CSV file is NOT ‘uploaded’ by the company, but is transferred to the portal via special software that needs to be installed.

Generally speaking, no! However, depending on the circumstances, a bespoke solution can be discussed and offered through our technical service provider, N4.

This could lead to data inconsistencies, so unfortunately this option is not available. You can switch at a later date without any problems.

The separator can be defined, but must correspond to one of the options provided. We recommend using a semicolon or a pipe. For other separators, please consult your Careflex technical contact regarding the integration. The separator must be configured once by the CareFlex administrator at the start of the setup process.

For staging:
careflex-staging-xfiles.de-hamburg-4.s3.xws.x-ion.de
staging.unternehmen.careflexchemie.de
Port 443

For production:
careflex-production-xfiles.de-hamburg-4.s3.xws.x-ion.de
unternehmen.careflexchemie.de
Port 443

To upload your files, you can either use the synchronisation tool (see the SyncTool section) or upload them manually to the portal via a browser application.

To do this, please log in at https://api.unternehmen.careflexchemie.de/ using your service user account and then enter your CareFlex ID and API token. You can then select the file you wish to upload.

In the case of linked companies, please ensure that you enter the correct CareFlex ID for the company to be reported, as otherwise the data will be assigned to the wrong company.

You can find a detailed explanation in the current CSV interface description.

AES256 is used to encrypt the file, and the file is transferred via an HTTPS connection on port 443.

SyncTool can only be used on Windows.

You must provide a CareFlex ID and the path to the folder you wish to monitor.

At present, CSV files can only be transferred via SyncTool. Our technical service provider offers alternative methods for transferring files.

As things stand, that is not possible.

In this case, we would recommend that you use Seeburger or a similar tool to import a CSV file into the system and then send the data to the interface via SOAP or REST.

The programme must be installed and run under the same Windows user account; otherwise, the encrypted password cannot be decrypted in the Windows Registry.

The company you are trying to connect to does not exist, or the service user and service user secret are incorrect. If the error message indicates that you are in "STAGING MODE", have you generated the correct credentials in the staging portal as well? Data from the production system cannot be used on the staging system, and vice versa.

Have you already created an API token in the portal? This needs to be created ‘only’ for the CSV interface; it won’t be needed for anything else later on.

Another possibility is that the format of various fields is incorrect. Typical errors occur with the date, format "2020-01-01", or with gender, "f" instead of "w".

If ‘True’ is selected for ‘Management’, an HR staff member requires the ‘HR (Management)’ permission to view the relevant employee’s details in the portal.

What do you expect to see in this field? Just the location name, or the full address as well?

In principle, it is sufficient to provide the location name. To determine the consultation address, it is useful to provide the full address as well.

What is this value used for?

The employee’s location is primarily important for answering the question ‘Where does the employee’s consultation take place?’. Accordingly, for an employee who cannot be assigned to a specific location, the location should be set to the place where this employee is to be consulted.

The employee’s location is primarily important in determining where the consultation with that employee will take place. Accordingly, for an employee who cannot be assigned to a specific location, the location should be set to the place where that employee is to be consulted.

This refers to the actual date on which the record was amended. For example, when the person processing the record entered the new surname. The date on which the change was made is required.

If the value does not have a ‘valid from’ date and is therefore valid from the time of the change, does this field also need to be filled in? (In which case, it would be the same as ‘createdAt’)

Yes, this field is mandatory and must be filled in with the effective date, which may correspond to the “createdAt” if the latter is not available.