Skip to main content

Search

Sending Your Roster via SFTP (Secure File Transfer Protocol)

  • Updated

Keeping your employee roster up to date ensures that your team always has access to Tava Health. To protect your data, rosters are shared securely through SFTP (Secure File Transfer Protocol), which is a safe, encrypted way to send files directly to Tava. Employers have the option to send roster at least once per month, or you can automate the transfer so it happens automatically.

What Is SFTP?

SFTP (Secure File Transfer Protocol) is a secure method for transferring files between systems.
Unlike email or standard uploads, SFTP uses encrypted channels to protect sensitive data, making it the preferred way to share employee information safely.

Monthly Roster Requirement

You must send a complete, updated employee roster at least once a month, ideally during the last week of each month. Keeping your roster current ensures employees can activate their Tava accounts and access care without delay.

If you prefer, you can set up an automated transfer through your SFTP client so the upload happens on schedule.

Step-by-Step: How to Sending Your Roster with SFTP

1. Prepare Your Roster File

  • Use the Tava roster template to ensure correct formatting (CSV or XLSX).
  • Include all required employee details as outlined in the template.
  • Name your file using the following convention:
    [CompanyName]_Roster_[YYYYMM].csv
    Example: AcmeCorp_Roster_202503.csv

Tip: If you’d like more detailed reporting from your Tava Customer Success Manager, add additional details to the optional columns, such as department or job title.

2. Access the SFTP Server

  • Use your SFTP credentials provided by your Tava Customer Success Manager (CSM).
  • If you don’t have credentials or need a reset, contact your CSM.
  • You can connect using any of these popular SFTP clients:
    • FileZilla
    • WinSCP
    • Cyberduck
    • Command-line SFTP (for advanced users)

3. Upload Your File

  • Open your SFTP client and connect using the provided hostname, port, username, and password.
  • Navigate to your company’s designated upload folder, e.g.: /uploads/[company_name]/
  • Upload your monthly roster file to this folder.

4. Confirm Upload Completion

  • Check that the file appears successfully in your upload folder.
  • (Optional) Send a quick confirmation email to your Tava CSM to confirm receipt.

5. Securely Disconnect

Once your file is uploaded, log out of your SFTP session and close your client.

Helpful Reminders

  • Monthly cadence: Upload your roster once per month (minimum).
  • Consistency: Keep column headers and data formats the same every month.
  • Automation: Many SFTP clients allow you to schedule automatic transfers.
  • Support: If you need help setting up or testing your SFTP connection, your Tava CSM can walk you through it.

FAQs

  1. Can I send my roster more than once a month?
    Yes. You’re welcome to upload updated rosters anytime. Many partners send updates biweekly or after new hire cycles to keep eligibility current.
     
  2. What happens if we forget to send our monthly roster?
    If a roster isn’t updated, some employees may temporarily lose access to Tava until they appear on the next upload. We recommend automating your SFTP transfer to prevent this.
  1. Can I automate the upload?
    Yes. Most SFTP clients (like FileZilla or WinSCP) allow you to schedule recurring uploads. Your IT team can help set this up so it happens automatically each month.
  1. Who should I contact for help?
    Your Tava Customer Success Manager (CSM) is your best point of contact. They can resend credentials, help troubleshoot connections, or review your roster format.