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Import employees

Import employees in bulk rather than individually

Core HR > Account Data > Import Data

Importing employees

To start a new file import, go to Core HR > Account data > Import data and click Create new.
Open the Type dropdown list and select ‘employees’. This name may change depending on your chosen terminology.
The purple bar under the file selection will then update to include a ‘Click here’ link for downloading a CSV template that includes all the fields necessary to get importing.
More general information on preparing import files can be found in Importing data overview.

employee import requirements

Name Data type Length limit Example Mandatory Description
ID String 20 ST1001 Yes
A unique identifier for the staff record. An ID can be comprised of text and/or numbers up to 20 characters in length. If the ID used belongs to an existing deleted staff, it will be un-deleted.
Roles Reference List RO1001,RO1002,RO1003 No
A comma separated list of the role IDs the staff can work, including their primary role. Each must match a predefined, non-deleted role ID or it will be ignored.
First name String John Yes
The staff’s given name. This will be used when the system communicates with them.
Last name String Smith No
The staff’s surname. While this field is not required for general use of the system it is required for most payroll integrations to work.
Permissions Reference SP1001 No
The Permission profile associated with the , which dictates what they can view and which tasks they can perform in the Staff Area. Permission profiles can be created and edited on the ‘Settings -> Staff permissions’ page of your account. This field defaults to first non-deleted permission profile.
Picture String http://ento.com/staffpics/john.smith.jpg No
A photo of the staff, used within the system to help you visually identify them. The file you upload should be in .png, .jpg, or .jpeg format. The file will be resized to 120×120 pixels on upload and should be no larger than 4MB.
Mobile Number 412345578 No
The staff’s mobile phone number. This should be a 10-digit Australian number starting with 04. It should not contain anything other than digits. The mobile number can also be used by the staff as their login username.
Mobile notify Y/N yes No
If the system should send notifications to the staff’s mobile phone.
Email String john@example.com No
The staff’s email address. This should be a single string of text containing an @ symbol and at least one full stop. The email address can also be used by the staff as their login username.
Email notify Y/N yes No
If the system should send notifications to the staff’s email address.
Temp password String Grfe4532 No
Fill in if you would like to specify a new temporary password the staff needs to use to log in. If not specified and the staff is new, a random password will be generated.
DOB Date 1990-12-09 No
Gender String 255 Male/Female No
Notes Long String Has CPR cert. No
The notes field can be used to store extra pieces of information. For example, a list of their qualifications, additional contact methods, or general remarks on their work quality. Staff never see what you have written here.
Commencement date Date 2010-12-09 No
Termination date Date 2015-12-09 No
Base rate Number 10.3 43.235 No
The standard hourly cost of the staff. This field can hold up to three decimal points and defaults to ‘0’.
Award Reference AW1001 No
An award is a set of rules the system follows to cost employee shifts accurately and warn you about potential rostering and pay issues. Awards are configured on the ‘Settings -> Awards’ page of your account. This field defaults to first non-deleted award.
Pay schedule Reference PS1001 No
The pay schedule defines the pay cycle your staff is on. pay schedules are configured on the ‘Settings -> Company Settings’ page of your account. This field defaults to first non-deleted pay schedule which most companies only have one of.
Weekly ordinary hours Number 3.3 38 No
The ordinary amount of hours the staff is contracted to work per week. For casuals this would be 0 and for full-time staff it would be 38. This field defaults to ‘0’ and can hold numbers with up to two decimal points.
Work schedule Reference OS1001 No
Work schedules let you define the normal (or contracted) daily split of your full-time or part-time staff’s ‘ordinary hours’. These definitions are then used when multiple day leave requests are made – so the system knows how many hours of leave to subtract on each day. The split is also used to make budget reports more accurate. For casuals, (zero ‘ordinary hours’), you don’t need to set a work schedule.
Annual leave balance Number 10.1 432.4567897 No
The current annual leave balance. Can be have up to 10 decimals and defaults to 0.000 on staff creation.
Personal leave balance Number 10.1 83.76523541 No
The current personal leave balance. Can be have up to 10 decimals and defaults to 0.000 on staff creation.
Long service leave balance Number 10.1 10.00045605 No
The current long service leave balance. Can be have up to 10 decimals and defaults to 0.000 on staff creation.
Time in lieu balance Number 10.1 7.6 No
The current time in lieu balance. Can be have up to 10 decimals and defaults to 0.000 on staff creation.
Primary area Reference AR1001 No
The area where the staff primarily or most commonly works. Used by the system when determining manager/s to send leave and unavailability requests too. This field defaults to first non-deleted area.
Primary role Reference RO1001 No
The role where the staff primarily or most commonly works. Used to group the staff on the roster builder and sort them towards the top of suggestion lists when shifts need filling for said role. This field defaults to first non-deleted role.

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