Managing employees

Managing Employee Information in the Valtti Service

In the Employees tab of the Valtti service, employee information is added and managed. This information is used for ordering Valtti Cards, reporting employees to the Worksite Register, and managing qualifications and documents.

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Add an employee

Select “Add employee” from the top right corner of the page.

In the view that opens, review and, if necessary, edit the employment details:

• Employee’s registration in the tax number register
• Type of employment
• Employee contact person (only users from your company’s Employee Management can be selected)

You can save default employment settings for future use by selecting “Save employment details as default settings”.

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Enter employee details

Fill in the employee’s details. The following information is required:

• Name
• Nationality
• Country of residence
• Issuing country of the personal identity number
• Type of personal identity number
• Personal identity number
• Date of birth (if the employee has a temporary personal identity number)
• Email address or phone number

If you want to order a Valtti Card for the employee, also add a photo.

You can upload the photo either by dragging it into the grey dashed box or by selecting a file from your device. You can rotate or crop the photo using the Edit button below the image. Remember to confirm the changes by clicking Done.

Read more about photo quality requirements here.

Finally, save the employee’s details by clicking Save. If you want to continue adding another employee, select Save and add another.

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Edit employee details

You can open employee details for editing in two ways:

• Click the employee’s name in the list → select Edit
  OR
• Click the three dots at the end of the employee row → select Edit

Make the necessary changes and click Save.

Please note that editing certain fields is restricted after data verification or card ordering, and some changes will result in the card being closed:

• The tax number cannot be edited if its status is Registered
• The employee’s name can be edited, but it will close the card
• The personal identity number cannot be edited after it has been verified
• Changing tax number register status will close the card

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Sort employees

In the employee list, you can:

• Sort employees alphabetically by last name
• Sort by photo (who has a photo and who does not)
• Sort by tax number status (those requiring action appear first)
• Sort by employment confirmation
• Sort by Valtti Card status

Clicking the column header again reverses the order.

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Actions menu

In the main view of Employee Management, you can use the Actions menu to:

• Open employee details
• Edit employee details
• Check tax number
• Confirm employment
• Delete employee
• Send an identification request (e.g. for ordering a Valtti general card – note: does not require tax number registration)

The Actions menu is available from the three dots at the end of each employee row.

You can also select multiple employees and perform batch actions:

• Delete multiple employees at once
• Check several tax numbers at once
• Confirm multiple employments
• Send identification requests for Valtti general cards

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Tip

Use the filters available in the search bar at the top of the main view. Click “Filter” on the right side of the search bar and select one or more filter options.

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Tax number validation in Employee Management

The employee’s tax number is verified against the Finnish Tax Administration’s tax number register immediately after saving the employee details.

Tax number validation statuses

• Registered: The tax number is found in the register → you can order a Valtti Card
• Not registered: The tax number is not found → add the employee to the register and re-check
• Name mismatch: The name does not match the register → correct spelling
• Birth date mismatch: The birth date does not match the register
• Not checked: Delay in validation → try again later
• Error: Something went wrong → verify details and retry

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Check a single tax number

The tax number is checked automatically when saving employee details, but you can also manually trigger the check:

• From the Tax number status column
  
  

• From the Actions menu
  
  
  

• From the employee edit view using the “Check tax number” button

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Check multiple tax numbers

You can check multiple tax numbers at once:

1. Select employees from the list
2. Open the Actions menu
3. Select “Check tax numbers”

Tip: filter employees who require validation before running the check.

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Verify employment

You can find detailed instructions for confirming employment here.

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Employee contact person

Each employment record includes a contact person:

• Must be a user of the Valtti service
• Is added when creating or editing the employee
• Is automatically suggested as the user who added the employee

The contact person is important because:

• They are contacted if data needs correction
• They may receive important service notifications
• You can filter employees by contact person (My employees)

Tip: You can assign a contact person to multiple employees at once using the import/export functionality.

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Export and import employee data

You can manage employee data in bulk.

Export employee data

Export employee information to Excel or CSV format via Import/Export → Export employee data.

Import employee data

Download a template file, fill in required fields, and upload it to import multiple employees.

You can also update multiple employees at once, for example:

• Contact person
• Nationality
• Email or phone number

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Employment details and default settings

Each employee record includes:

• Tax number register information
• Type of employment
• Contact person

You can save default settings when adding a new employee by selecting “Save employment details as default settings”.

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New data requirements

With Valtti 2.0 and service updates, new required information includes:

• Industry (for validating tax number correctly)
• Employee contact person

Mandatory for identification:

• Nationality
• Personal ID (if not Finnish)
• Contact details (email or phone number)

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Tip

If many employees are missing data:

• Use filters to identify incomplete records
• Use bulk import to update missing data

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User identification

Using the Valtti service requires electronic identification.

Identification improves security, reduces misuse, and ensures employee data is protected.

Supported methods:

• Online banking authentication
• Mobile certificate
• Smart‑ID (Estonia)
• Freja eID (Sweden)

Manual identification can be performed via the ReadID Ready app.

No bank account data is stored—only confirmation of successful identification.

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Contact information

In the Settings → Contact information view, you can manage:

• Employee Management contact
• Card order contact
• Tax reporting contact
• Employer representative in Finland

These details are used in integrations and reporting.

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Employee Management contact

This is mandatory and must be a service user. They receive communications such as employment confirmations.

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Card order contact

Receives notifications related to Valtti Card orders and expiring cards.

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Tax reporting contact

Used for reporting to the Finnish Tax Administration in situations such as:

• Contract reporting
• Employee reporting
• Mandatory reporting obligations

These details are returned via integrations when needed.

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Employer representative in Finland

If your company has posted workers in Finland:

• Authorities may require this information
• It may be shared via integrations with main contractors

Note: This information is not currently shared but will be used in future services. It is recommended to fill it in if applicable.