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Employee Import Spreadsheet

HRA Cloud integrates with various payroll systems to increase productivity and efficiency. If HRA Cloud doesn't integrate with your payroll system yet, you can use our Employee Importer. You should be able to do an export from your payroll system to help you populate our import spreadsheet more efficiently. 

You can also create employees individually in your HRA Cloud account.

Before you commence, there are a few things to note:

  • You need to have first set up your branch structure and be able to easily identify what the Branch Key is for each branch. You will be prompted to include this in this spreadsheet;
  • The more employee data you populate into the spreadsheet, the more value you can extract from HRA Cloud;
  • All data fields are optional, except for the 'Employee ID', 'First Name' and 'Last Name' fields which are compulsory;
  • We recommend ensuring you include an email address for each employee. This is a prerequisite to launching the Self-Service Portal (eSS) later in the on-boarding process.
  • The columns as displayed in the spreadsheet must remain the correct order;
  • Do not delete columns. If you do not wish to populate a column with data, please leave it blank unless it is a required field;
  • Row 1 within the spreadsheet contains the heading data - please do not delete it;
  • Row 2 within the spreadsheet contains example employee data, you are welcome to delete this;
  • The spreadsheet must contain only one worksheet (tab) - please do not create extra tabs.

1. Navigate to the payroll import page via the "Actions" dropdown, then, click on the "Integrations" button.

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2. After navigating to the "Account Integration and Import" page, click on the generic Excel spreadsheet import option at the center of the page. 

 

3. The small Excel paper icon on the left side will open up further options for you to select from, choose the option to Import Employee Information and select the most recent importer:

 

4. Navigate to Resources and download the Example Employee Spreadsheet:

 

5. Populate the Example Employee Spreadsheet with your own employee data. You should take into consideration the considerations to note at the start of this article and use the table below for assistance:

 

Column

Description & Recommendations

Employee ID

REQUIRED – It is required that you assign every employee a unique employee ID number. For consistency, it is recommended that you use the same employee ID number stored in payroll (if applicable). Employee IDs are necessary for future automation when it comes to things like automating bulk actions, such updating data and uploading existing HR documents.

Title

Populate the spreadsheet with the following available options (please use the specific wording below):

  • Mr
  • Mrs
  • Ms
  • Miss
  • Dr

First Name

REQUIRED – Free text field

Middle Name

Free text field

Preferred Name

Free text field

Nickname

Free text field

Last Name

REQUIRED – Free text field

Gender

Populate the spreadsheet with the following available options (please use the specific wording below):

  • Male
  • Female
  • Non Binary
  • Not Stated

Date of Birth

Date field

Address Line 1

Free text field

Address Line 2

Free text field

Suburb

Free text field

State / Town / City

For Australian accounts, populate the spreadsheet with the following available options (please use the specific wording below):

  • QLD
  • NSW
  • VIC
  • ACT
  • TAS
  • SA
  • WA
  • NT

It is a Free Text Field for New Zealand accounts.

Postcode

Free text field

Country

Free text field

Telephone

Free text field

Mobile

Free text field

Email (w)

HIGHLY RECOMMENDED – It is recommended that you ensure each employee has an email address. This is a prerequisite to launching the Self-Service Portal (eSS) later in the on-boarding process.

Commencement Date

Date field

Employment Type

IMPORTANT - Populate the spreadsheet using with the following available options (please use the specific wording below):

  • Permanent (Full Time)
  • Permanent (Part Time)
  • Temporary
  • Casual
  • Contract
  • Fixed Term (Full Time)
  • Fixed Term (Part Time)
  • Labour Hire
  • Super Income Stream
  • Not Specified

Position Title

Free text field

Primary Emergency Contact Name

Free text field

Primary Emergency Contact Rel

Free text field

Primary Emergency Contact Phone

Free text field

Primary Emergency Contact Mobile

Free text field

Secondary Emergency Contact Name

Free text field

Secondary Emergency Contact Rel

Free text field

Secondary Emergency Contact Phone

Free text field

Secondary Emergency Contact Mobile

Free text field

Terminated Date

Date field

Branch Key

HIGHLY RECOMMENDED - This field requires you to assign each employee to the branch they should be created within. 

The branch API key acts as a unique identifier to help the application designate and identify a branch. It can be any combination of numbers and letters. This branch API key is vital for importing employees and API integrations. If a branch doesn’t have an API Key, then it will not be possible to import employees into it.

For more information on how to create or update a branch, refer to this article:  Branches 

Postal Address1

Free text field

Postal Address2

Free text field

Postal Suburb

Free text field

Postal State / Town / City

For Australian accounts, populate the spreadsheet with the following available options (please use the specific wording below):

  • QLD
  • NSW
  • VIC
  • ACT
  • TAS
  • SA
  • WA
  • NT

It is a Free Text Field for New Zealand accounts

Postal Post Code

Free text field

Postal Country

Free text field

E-mail (h)

HIGHLY RECOMMENDED – It is recommended that you ensure each employee has an email address. This is a prerequisite to launching the Self-Service Portal (eSS) later in the on-boarding process.

 

6. Once you have populated your spreadsheet, upload it under Step 1

7. You will be shown an example of how your data will be uploaded, check that your data is matching up with the headers of the columns

8. Check any warnings that have been identified

9.  To avoid any duplication of employee / candidate records, HRA Cloud will ask if you wish to merge the records, click ‘Yes’. This will avoid any duplication that may occur from manually entered employees which are then duplicated if that same employee is included in importing process

10. If you are happy with the data shown in the preview, click Proceed to Import.

 

If you need assistance with your Employee Import, please contact the Client Support Team.