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Data fields in Employee Bulk Import Spreadsheet

Creating Employee Records

To ensure that your workplace and HR management processes are integrated with HRA Cloud, you will need to add your current employees to your account. You can manually create them one by one or you can upload them in bulk via the Excel importer.

If you wish to create your employee's in bulk, please download the below 'Employee Bulk Import Spreadsheet' from the bottom of this article.  You will then need to populate the spreadsheet with as much detail as possible.

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;
  • 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.

Once you have populated your spreadsheet, you can upload it into your account by following these instructions:  Employee Bulk Importer

If you would like assistance with the import, please send your completed spreadsheet to Client Success at support@hrassured.com.

 

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

Free text field

Middle Name

Free text field

Preferred Name

Free text field

Nickname

Free text field

Last Name

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.

 

 

 

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