Employee Import
The employee import allows you to add or update existing employee information. You can use the Employee Detail (Excel) report as a starting point by exporting the existing employee information.
Employees are added if “Add Employee If Not Found” is checked off in the Options tab on the Import form. Other options are “Only Update Empty Fields” which enables the import to fill in empty information, while leaving existing information. The “Effective Date” field is used for changes that appear in the Employee History tab.
Required Columns
|
Column Type |
Identifiers |
Notes |
|
Employee Identifier |
Employee ID, Emp ID, ID, Employee Number, Clock_ID, Payroll_ID, SSN_ID |
This is used to uniquely identify the employee. Note the distinction with the clock ID, SSN, and Payroll ID fields is the “_” |
Optional Columns
|
Column Type |
Identifiers |
Notes |
|
New Employee ID |
New Employee ID, New Emp. ID, New Emp ID, New Employee Number |
The employee’s ID will be changed to this new ID |
|
Payroll ID |
Payroll ID |
The payroll ID found in the Misc tab. If you are wanting to use the Payroll ID as the employee identifier then use “Payroll_ID”. |
|
First Name |
First, First Name |
Main tab |
|
Initial |
Initial |
Main tab |
|
Last Name |
Last, Last Name |
Main tab |
|
Tag |
Tag |
Main tab |
|
Scheduler Tag |
Scheduler Tag, Sch Tag, Sch. Tag |
Scheduling / Other tab |
|
Labor levels |
The ID or name of the labor level, e.g. Department |
The labor level ID, labor level description or the scheduler ID, e.g. Office |
|
Pay Rule |
Pay Rule |
Main tab |
|
Base Schedule Group |
Schedule, Base Schedule, Base Schedule Group or Schedule Group |
Main tab |
|
Pay Rule |
Pay Rule |
Main tab |
|
Holiday Group |
Holiday Group |
Main tab |
|
Accrual Group |
Accrual Group |
Main tab |
|
Clock ID |
Clock ID |
Clock Info tab. If you wanting to use this as an employee identifier then use “Clock_ID” |
|
HandPunch Supervisor |
HandPunch Supervisor, Supervisor |
Clock Info tab |
|
Active Date |
Active Date, Active Pay Date, Active Status Date, Active Status Pay Date |
Adds an Active status entry to the Employee Status History using the date value in the column |
|
Inactive Date |
Inactive Date, Inactive Pay Date, Inactive Status Date, Inactive Status Pay Date |
Adds an Inactive status entry to the Employee Status History using the date value in the column |
|
Shift Date |
Shift Date, Shift Pay Date |
Adds an employee shift history entry in the Work Pattern tab if the employee has no current shift history, or updates the employee shift history of the same date. The following three columns must also be supplied: Shift Count, Daily Hours and Shift. |
|
Shift Count |
Shift Count |
See Shift Date information above |
|
Daily Hours |
Daily Hours |
See Shift Date information above |
|
Shift |
Shift |
See Shift Date information above |
|
Work Pattern Date |
Work Pattern Date, Work Pattern Pay Date |
Adds an employee work pattern entry in the Work Pattern tab. The following column must also be supplied. |
|
Work Pattern Type |
Work Pattern Type |
Use the values as in the drop down on the Work Pattern tab |
|
Social Security Number |
Social Security Number, SSN |
Employment / General tab. If you are wanting to use this as an employee identifier then use “Social Security Number_ID” or “SSN_ID” |
|
Union Date |
Union Date |
Employment / General tab |
|
Birth Date |
Birth Date |
Employment / General tab |
|
Address 1 |
Address, Address 1 |
Contact Info tab |
|
Address 2 |
Address 2 |
Contact Info tab |
|
City |
City |
Contact Info tab |
|
State |
State |
Contact Info tab |
|
Zip |
Zip |
Contact Info tab |
|
Emergency Contact Name |
Emergency Contact, Emergency Contact Name |
Contact Info tab |
|
Emergency Contact Phone Number |
Emergency Contact Phone Number, Emergency Phone Number, Emergency Phone |
Contact Info tab |
|
Emergency Contact Relationship |
Emergency Contact Relationship |
Contact Info tab |
|
License Number 1 |
License Number, License #, License Number 1, License #1 |
Licensing tab |
|
License 1 Expiration Date |
License Exp, License Exp., License Exp Date, License Exp. Date, License Expiration Date, License Exp 1, License Exp. 1, License Exp Date 1, License Exp. Date 1, License Expiration Date 1 |
Licensing tab |
|
License Number 2 |
License Number 2, License # 2 |
Licensing tab |
|
License 2 Expiration Date |
License Exp 2, License Exp. 2, License Exp Date 2, License Exp. Date 2, License Expiration Date 2 |
Licensing tab |
|
CPR Expiration Date |
Cpr Exp, Cpr Exp., Cpr Exp Date, Cpr Exp. Date, Cpr Expiration Date |
Licensing tab |
|
Physical Received Date |
Physical Received Date |
Health tab |
|
Physical Due Date |
Physical Due Date |
Health tab |
|
PPD History Positive |
PPD History Positive |
Health tab |
|
PPD Received Date |
PPD Received Date |
Health tab |
|
PPD Due Date |
PPD Due Date |
Health tab |
|
CXR Received Date |
CXR Received Date |
Health tab |
|
CXR Due Date |
CXR Due Date |
Health tab |
|
TB Screen Received Date |
TB Screen Received Date |
Health tab |
|
TB Screen Due Date |
TB Screen Due Date |
Health tab |
|
Measles Not Applicable |
Measles Not Applicable |
Health tab |
|
Measles Received Date |
Measles Received Date |
Health tab |
|
Rubella Received Date |
Rubella Received Date |
Health tab |
|
Gender |
Gender |
Employment / General tab |
|
I9 List A Document Type |
I9 List A Document Type |
Employment tab |
|
I9 List A Document ID |
I9 List A Document ID |
Employment tab |
|
I9 List A Expiration Date |
I9 List A Expiration Date |
Employment tab |
|
I9 List B Document Type |
I9 List B Document Type |
Employment tab |
|
I9 List B Document ID |
I9 List B Document ID |
Employment tab |
|
I9 List B Expiration Date |
I9 List B Expiration Date |
Employment tab |
|
I9 List C Document Type |
I9 List C Document Type |
Employment tab |
|
I9 List C Document ID |
I9 List C Document ID |
Employment tab |
|
I9 List C Expiration Date |
I9 List C Expiration Date |
Employment tab |
|
Employee Contact |
The Employee Contact Type |
|
|
Employee Custom |
The Employee Custom Type |
|
