Bulk updating staff details

Use the file import process to update staff details in bulk

Core HR > Account Data > Import Data 

Preparing to update employee details

Before running any kind of update import affecting the data of multiple staff, we strongly advise you record or make a copy of the data before altering it.

Read the section on Custom staff exports in the article Custom export templates to learn how to extract the data before altering.

 

Update import

To start a new update file import, go to Core HR > Account data > Import data and click Create new.

Open the Type dropdown list and select ‘staff’. This name may change depending on your chosen terminology for staff.

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 you can update via import update.

More general information on preparing import files can be found in Importing data overview.

 

Staff type import requirements

The staff import requires minimum inclusion of Staff ID and staff first name, any other data is optional. This means that if there is nothing entered in a field, it won’t be updated at all.  If the Primary role field is blank, the role will not be changed in any way.

If updating or adding data in date format, like birthdate or termination dates, they must be in the YYYY-MM-DD format.

 

Once the import is complete, all updated fields will now display the new data in staff profiles.

NOTE: All data is updated on the staff profile immediately, but payroll item changes will always be effective from the following pay cycle forwards.

 

Payroll data updates

Updating payroll data via file import update will always be effective from the start of the next pay cycle.

Remember to first export a record of the current payroll data before you make updates – the Custom staff exports section in the Custom export templates shows how to extract the data before altering.

Payroll data labels on the staff.csv import template and the custom export template field selection pages may differ slightly. This should help you identify the fields to include:

  • Base rate – Staff base rate
  • Award – Award ID
  • Pay schedule – Staff Paycycle ID
  • Weekly ordinary hours – Staff weekly ordinary hours
  • Work schedule – Staff work schedule ID

Need a change to be effected for the current pay cycle?

Manually editing payroll data for an existing staff record via Core HR > People > Staff gives the option of making payroll change effective from the current pay cycle onwards, or from the start of the following pay cycle.

Creating a new staff record (if using Create & Update Mode) will use the payroll data in the file effective from the staff commencement date.

 

Mode for import

Create – if this mode is selected, any record in the import file not already found in Ento by Staff ID will be created.

Update – An Update only import will use the data in the template file to overwrite any staff field where there is data included. Leave blank any columns or cells that you do not want updated.  To run an ‘update only’ import, ensure only the Update checkbox is enabled.

Using Create + Update – Both the Create and Update checkboxes enabled will do both, create new Staff records, and update data for existing staff records. Ensure Staff IDs are correct to ensure you do not create duplicate records (take extra care if your Staff IDs or any data use leading zeroes – always format as Text, immediately save, and do not open again before importing, or your spreadsheeting tool may drop them.

There is also a Delete mode – When the Delete mode is used, any records in Ento but not in the import file, will be deleted. Use with caution! 

More tips in the article Importing data overview.

 

 

Where to now?

Importing data overview

Other relevant articles

Pay cycle overview

Custom export templates

Was this article helpful?

Bulk updating staff details
Rate this