A census is the file that Vitable uses to load your employees' demographic information into our system and offer them benefits via their open enrollment.
Before you format your census you will need to set your eligibility policy:
To set up your census you will first need to set your eligibility policy.
You can follow along on this quick video.
Login to the Vitable Employer Dashboard at employers.vitablehealth.com
Navigate to the Benefits tab on the left hand panel
Confirm that your Benefit Eligibility policy is created and correct on the Benefits page.
Your benefits eligibility policy should reflect:
When are employees eligible: 0 days, 30 days, or 60 days from start date
Who is eligible: Full-time (30+ hours a week) or both Full and Part-time Staff
If you choose Full-Time eligibility, only employees listed as Full Time in your census will qualify for benefits.
If you choose Full-Time and Part-Time eligibility, employees listed as Full Time or Part Time in your census will be eligible.
** As a general reference, the Internal Revenue Service defines full-time employees as those who average 30 or more hours of service per week. As such, those members should be defined as Full Time. However, an employer’s specific plan documents and eligibility rules ultimately determine coverage.
How to Format Your Census?
If you need help formatting your census, follow these step-by-step tips:
Download the official Vitable Census Template here: Download Census Template
Please note that the HEADERS MUST BE IDENTICAL TO WHAT IS SHOWN IN THE TEMPLATE. (If you must create a new spreadsheet, please copy and paste the headers to avoid any errors.)
Rename your file: Census – [Company Name] – [Date]
Fill in the census with the required information. (Use the example table below for guidance.)
Save your file as a CSV and upload it through your employer dashboard by clicking Workforce in the left-hand menu, then selecting Import Census in the top-right corner. If you have any trouble, you can email it to success@vitablehealth.com.
What information needs to be included with my census?
Your census should include key details for each employee and their dependents. This ensures accurate benefits administration and enrollment. Typical information includes:
Name (first and last)
Date of birth
Email
Phone number
Address
Employee Class
Employee Start Date
Employee Compensation Type
Preferred Language
Where to Find Your Census?
Most companies already have a census file on hand — it’s usually managed by your HR team, payroll provider, or benefits broker.
You can often find it:
In your payroll system (e.g., Gusto, ADP, Paychex, QuickBooks Payroll)
From your human resources or payroll department.
If you don’t have one, you can easily create it using our template below.
Need More Help?
If you have any questions, our support team is here to help! We're available Monday to Friday from 9 AM to 9 PM EST and on weekends from 9 AM to 5:00 PM EST. You can reach us through the following contact methods:
📞 Call: (484) 416-0769
💬 Chat: Through the Vitable app
📧 Email: support@vitablehealth.com
We’re here to support you every step of the way!