Bulk Upload - Employees

The below article is relating to the bulk upload - Employees which can be found by navigating to Administration -> Company -> Bulk Upload.

The Employees bulk upload is under the Employees section here:

This bulk upload is intended for uploading multiple new employees not for updating the information of existing employees.

Once you've clicked the Employees Bulk Upload button you will be directed to this page:

On this page there is a note advising you to first read all instructions and use the CSV model we've provided when using the bulk upload.

The page then includes the following:

CSV file to upload

This is where you will load your CSV when it is ready to upload. Press browse and select the CSV file.

Download help file and instructions

This option will download our bulk upload help file. This includes instructions on how to use each bulk upload and lets you know which columns are mandatory and which are optional, it's important to look at the relevant help file before performing a bulk upload so you can get it right the first time.

Download CSV Model

The second option downloads an example template for you to use for the bulk upload with all the headers needed for the bulk upload to be successful.

 

Editing your CSV

When you download your sample CSV file it will look like this:

There are too many fields in this bulk upload to fit in one screenshot but you can find them listed and described below:

Employee Works ID: Works or employee ID/reference for employee within your company. This field is Optional.

Title: Employee title (e.g. Mr, Mrs, Dr etc). This field is Optional.

Employee Surname: Employee surname / last name. This field is Mandatory.

Employee First Name: Employee first name. This field is Mandatory.

Middle name: Employee middle name or names. This field is Optional.

Known As: The name the employee is usually known as. This field is Optional.

Birth Gender: Employee birth gender. This field is Mandatory and Case Sensitive.

DOB (dd/mm/yyyy): Employee date of birth. This field is Mandatory.

National Insurance number: Also known as Social Security number outside the UK. This field is Mandatory.

Manager name: Name of the employee’s manager exactly as it is stored in the system. This field is Mandatory and Case Sensitive.

Head of department name: The name of the head of this employee’s department. This field is Optional and Case Sensitive.

Employment status: Depicts if an employee is a current employee or one which is to be archived immediately. This field is Mandatory and Case Sensitive.

Job title name: Job title exactly as it is entered in the system. This field is Mandatory and Case Sensitive.

Job status name: Job status exactly as it is entered in the system – job status is typically used for things like Full time, Permanent, Temporary etc. This field is Mandatory and Case Sensitive.

Headcount classification: Headcount classification exactly as it is entered into the system. This field is Optional and Case Sensitive.

Employee status: Employee Status exactly as it is entered into the system. This field is Optional and Case Sensitive.

SOC group: 

SOC classification: 

Start date (dd/mm/yyyy): Employee Start Date. This field is Mandatory.

Holidays per year: Number of holidays employee is entitled to per year. This field is Optional.

Department name: Department name exactly as it is entered in the system. This field is Mandatory and Case Sensitive.

Sub Department name: Sub department name exactly as it is entered in the system. This field is Optional and Case Sensitive.

Division: Division exactly as it is entered in the system. This field is Optional and Case Sensitive.

Company: Company exactly as it is entered in the system. This field is Optional and Case Sensitive.

Site name: Site name exactly as it is entered in the system. This field is Optional and Case Sensitive.

Region: Region exactly as it is entered in the system. This field is Optional and Case Sensitive.

Approver name: The name of the employee's Approver exactly as it is entered in the system. This field is Optional and Case Sensitive.

Super approver name: The name of the employee's Super Approver exactly as it is entered in the system. This field is Optional and Case Sensitive.

Marital status: The marital status of the employee. The only valid options for this field are:

Married

Single

Widowed

Divorced

Living with partner

Separated

Not specified

This field is Optional and Case Sensitive.

Ethnicity: Employee ethnicity, the accepted values are as follows:

Caucasian
Black
White
White and Black Caribbean Mixed
White and Black African Mixed
White and Asian Mixed
Other Mixed
Indian
Pakistani
Bangladeshi
Other Asian
Black Carribean
Black African
Black Other
Chinese
Other group
No answer
BA: Black African
WH: White
BC: Black Coloured
BI: Black Indian / Asian
Hispanic
W British
W English
W Scottish
W Welsh
W Northern Irish
W Irish
W Gypsy/Irish traveller
W Polish
W Any other white ethnic
background
M White and Black Caribbean
M White and Black African
M Other mixed / multiple ethnic
background
A Indian
A Pakistani
A Bangladeshi
A Any other Asian ethnic
background
B African
B Caribbean
B Any other Black / African /
Caribbean background
C Chinese
O Any other ethnic background
N Not stated
D Declined

This field is Optional and Case Sensitive.

Nationality: employee nationality, the accepted values for this field are:

British
Irish
Polish
French
German
Italian
Spanish
American
Chinese
Afghan
Albanian
Algerian
Andorran
Angolan
Antiguans
Argentinean
Armenian
Australian
Austrian
Azerbaijani
Bahamian
Bahraini
Bangladeshi
Barbadian
Barbudans
Batswana
Belarusian
Belgian
Belizean
Beninese
Bhutanese
Bolivian
Bosnian
Brazilian
Bruneian
Bulgarian
Burkinabe
Burmese
Burundian
Cambodian
Cameroonian
Canadian
Cape Verdean
Central African
Chadian
Chilean
Colombian
Comoran
Congolese
Costa Rican
Croatian
Cuban
Cypriot
Czech
Danish
Djibouti
Dominican
Dutch
Dutchman
Dutchwoman
East Timorese
Ecuadorean
Egyptian
Emirian
Equatorial Guinean
Eritrean
Estonian
Ethiopian
Fijian
Filipino
Finnish
Gabonese
Gambian
Georgian
Ghanaian
Greek
Grenadian
Guatemalan
Guinea-Bissauan
Guinean
Guyanese
Haitian
Herzegovinian
Honduran
Hungarian
I-Kiribati
Icelander
Indian
Indonesian
Iranian
Iraqi
Israeli
Ivorian
Jamaican
Japanese
Jordanian
Kazakhstani
Kenyan
Kittian and Nevisian
Kuwaiti
Kyrgyz
Laotian
Latvian
Lebanese
Liberian
Libyan
Liechtensteiner
Lithuanian
Luxembourger
Macedonian
Malagasy
Malawian
Malaysian
Maldivan
Malian
Maltese
Marshallese
Mauritanian
Mauritian
Mexican
Micronesian
Moldovan
Monacan
Mongolian
Moroccan
Mosotho
Motswana
Mozambican
Namibian
Nauruan
Nepalese
Netherlander
New Zealander
Ni-Vanuatu
Nicaraguan
Nigerian
Nigerien
North Korean
Northern Irish
Norwegian
Omani
Pakistani
Palauan
Panamanian
Palestinian
Papua New Guinean
Paraguayan
Peruvian
Portuguese
Qatari
Romanian
Russian
Rwandan
Saint Lucian
Salvadoran
Samoan
San Marinese
Sao Tomean
Saudi
Scottish
Senegalese
Serbian
Seychellois
Sierra Leonean
Singaporean
Slovakian
Slovenian
Solomon Islander
Somali
South African
South Korean
Sri Lankan
Sudanese
Surinamer
Swazi
Swedish
Swiss
Syrian
Taiwanese
Tajik
Tanzanian
Thai
Togolese
Tongan
Trinidadian or Tobagonian
Tunisian
Turkish
Tuvaluan
Ugandan
Ukrainian
Uruguayan
Uzbekistani
Venezuelan
Vietnamese
Welsh
Yemenite
Zambian
Zimbabwean

This field is Optional and Case Sensitive.

Sexuality: Employee Sexuality, this field can contain open text (e.g. Heterosexual). This field is Optional.

Religion: Employee Religion, this field can contain open text (e.g. Buddhist). This field is Optional.

Consider self disabled?: Does the employee consider themselves to be disabled? Valid options include:

0= No
1= Yes
2 = Prefer not to say

This field is Optional.

Registered disabled?: Is this employee registered disabled? Valid options include:

0= No
1= Yes

This field is Optional.

Address: Employee home address line 1, this field is Optional.

Address2: Employee home address line 2, this field is Optional.

Town: Employee Town, this field is Optional.

County: Employee County, this field is Optional.

Postcode: Employee Postcode, this field is Optional.

Country: Employee country, the accepted values for this field are:

Afghanistan
Aland Islands
Albania
Algeria
American Samoa
Andorra
Angola
Anguilla
Antarctica
Antigua and Barbuda
Argentina
Armenia
Aruba
Australia
Austria
Azerbaijan
Bahamas
Bahrain
Bangladesh
Barbados
Belarus
Belgium
Belize
Benin
Bermuda
Bhutan
Bolivia Plurinational State of Bonaire Sint Eustatius and Saba
Bosnia and Herzegovina
Botswana
Bouvet Island
Brazil
British Indian Ocean Territory
Brunei Darussalam
Bulgaria
Burkina Faso
Burundi
Cambodia
Cameroon
Canada
Cape Verde
Cayman Islands
Central African Republic
Chad
Chile
China
Christmas Island
Cocos (Keeling) Islands
Colombia
Comoros
Congo
Congo The Democratic Republic of the Cook Islands
Costa Rica
Cote d'Ivoire
Croatia
Cuba
Curacao
Cyprus
Czech Republic
Denmark
Djibouti
Dominica
Dominican Republic
Ecuador
Egypt
El Salvador
Equatorial Guinea
Eritrea
Estonia
Ethiopia
Falkland Islands (Malvinas)
Faroe Islands
Fiji
Finland
France
French Guiana
French Polynesia
French Southern Territories
Gabon
Gambia
Georgia
Germany
Ghana
Gibraltar
Greece
Greenland
Grenada
Guadeloupe
Guam
Guatemala
Guernsey
Guinea
Guinea-Bissau
Guyana
Haiti
Heard Island and McDonald Islands
Holy See (Vatican City State)
Honduras
Hong Kong
Hungary
Iceland
India
Indonesia
Iran

Islamic Republic of Iraq
Ireland
Isle of Man
Israel
Italy
Jamaica
Japan
Jersey
Jordan
Kazakhstan
Kenya
Kiribati
Korea

Democratic People's Republic of Korea

Republic of Kuwait
Kyrgyzstan
Lao People's Democratic Republic
Latvia
Lebanon
Lesotho
Liberia
Libyan Arab Jamahiriya
Liechtenstein
Lithuania
Luxembourg
Macao
Macedonia

The Former Yugoslav Republic of Madagascar
Malawi
Malaysia
Maldives
Mali
Malta
Marshall Islands
Martinique
Mauritania
Mauritius
Mayotte
Mexico
Micronesia

Federated States of Moldova

Republic of Monaco
Mongolia
Montenegro
Montserrat
Morocco
Mozambique
Myanmar
Namibia
Nauru
Nepal
Netherlands
New Caledonia
New Zealand
Nicaragua
Niger
Nigeria
Niue
Norfolk Island
Northern Mariana Islands
Norway
Occupied Palestinian Territory
Oman
Pakistan
Palau
Panama
Papua New Guinea
Paraguay
Peru
Philippines
Pitcairn
Poland
Portugal
Puerto Rico
Qatar
Reunion
Romania
Russian Federation
Rwanda
Saint Barthelemy
Saint Helena Ascension and Tristan da Cunha
Saint Kitts and Nevis
Saint Lucia
Saint Martin (French part)
Saint Pierre and Miquelon
Saint Vincent and The Grenadines
Samoa
San Marino
Sao Tome and Principe
Saudi Arabia
Senegal
Serbia
Seychelles
Sierra Leone
Singapore
Sint Maarten (Dutch part)
Slovakia
Slovenia
Solomon Islands
Somalia
South Africa
South Georgia and the South Sandwich
Islands
South Sudan
Spain
Sri Lanka
Sudan
Suriname
Svalbard and Jan Mayen
Swaziland
Sweden
Switzerland
Syrian Arab Republic
Taiwan Province of China
Tajikistan
Tanzania

United Republic of Thailand
Timor-Leste
Togo
Tokelau
Tonga
Trinidad and Tobago
Tunisia
Turkey
Turkmenistan
Turks and Caicos Islands
Tuvalu
Uganda
Ukraine
United Arab Emirates
United Kingdom
United States
United States Minor Outlying Islands
Uruguay
Uzbekistan
Vanuatu
Bolivarian Republic of Venezuela

Viet Nam
Virgin Islands British
Virgin Islands U.S.
Wallis and Futuna
Western Sahara
Yemen
Zambia
Zimbabwe

Home telephone: Employee home telephone number, this field is Optional.

Home mobile: Employee mobile phone number, this field is Optional.

Home email: Employee home email address, this field is Optional.

Work telephone: Employee work telephone number, this field is Optional.

Work mobile: Employee work mobile, this field is Recommended.

Work email: Employee work email address, this field is Optional.

Slack: Employee Slack username, this field is Optional.

Skype: Employee Skype username, this field is Optional.

Currency: Salary currency, the accepted values for this field are:

GBP
EUR
USD
JPY
AUD
CAD
ZAR
SGD
AED
INR
THB
HKD
PHP
IDR
FJD
KES
BWP
BGN
SAR
DKK
MYR
CHF
CZK
CNY
NZD
BHD
EGP
OMR
SAR
XOF
GTQ
COP
SEK
MXN
YEN

This field is Optional.
Salary: Employee Salary, only numbers are accepted in this field with no commas or currency symbols, for example 20000, this field is Optional.

Salary period: Valid options are:

Per annum

Per hour

Per day

Per week

Per month

Please note: If salary is specified and period is not it will default to Per annum.

This field is Case Sensitive.

Bank account name: Name on the employee's bank account. This field is Optional.

Sort code: Employee's bank account sort code. This field is Optional.

Account number: Employee's bank account number, this field is Optional.

Bank name: Name of the employee's bank. This field is Optional.

Building society reference: Reference for the employee's building society, this field is Optional.

Bank address: Business address of the employee's bank. This field is Optional.

Notice period: Employee's required notice period. This field is Optional.

Probationary period end date: Date at which the employee will end their probationary period. This field is Optional.

Hours per week: Number of hours per week the employee works. This field is Optional.

FTE: Employee's FTE, this field must be a number and can have up to 9 decimal places. This field is Optional.

Contract end date: Date that the employee's contract ends. This field is Optional.

Leave date: The date the employee is leaving. This field is Optional.

Leave reason name: The reason for the employee leaving exactly as it is entered in the system. This field is Optional.

Working days: Normal working days for the employee, Enter in numeric format where 1=Monday, 2=Tuesday, 3=Wednesday, 4=Thursday, 5=Friday, 6=Saturday, 7=Sunday. For example, to enter Monday to Friday you Would enter 12345. Maximum length of 7 digits. This field is Optional.

Time off Meter: The meter that the employee's time off is measured in, e.g. days or hours. This field is Mandatory, if left blank it will default to Days.

Emergency contact 1 Name: Emergency contact 1 name, this field is optional.

Emergency contact 1 relationship: Relationship to Emergency contact 1. This field is Optional.

Emergency contact 1 Home Telephone: Emergency contact 1 home telephone number, this field is Optional.

Emergency contact 1 Work Telephone: Emergency contact 1 work telephone number, this field is Optional.

Emergency contact 1 Mobile: Emergency contact 1 mobile telephone number, this field is Optional.

Emergency contact 1 Email: Emergency contact 1 mobile telephone number, this field is Optional.

Emergency contact 2 Name: Emergency contact 2 name, this field is Optional.

Emergency contact 2 relationship: Relationship to Emergency contact 2. This field is Optional.

Emergency contact 2 Home Telephone: Emergency contact 2 Home telephone number, this field is Optional.

Emergency contact 2 Work Telephone: Emergency contact 2 work telephone number, this field is Optional.

Emergency contact 2 Mobile: Emergency contact 1 mobile telephone number, this field is Optional.

Emergency contact 2 Email: Emergency contact 1 mobile telephone number, this field is Optional.

Cost centre: Employee Cost Centre exactly as it appears in the system, this field is Optional.

Finance ID: Employee's finance ID, can contain letters and/or numbers, this field is Optional.

Business unit: Employee's Business Unit exactly as it appears in the system, this field is Optional.

Job grade: Employee's job grade, can contain letters and/or numbers, this field is Optional.

Desk: Employee's desk number, can contain letters and/or numbers, this field is Optional.

First aider: Is the employee a first aider? Valid entries are:

0 = No,

1 = Yes,

This field is Optional.

Mental health first aider: Is the employee a mental health first aider?

Valid entries are:

0 = No,

1 = Yes,

This field is Optional.

Fire warden: Is the employee a fire warden?

Valid entries are:

0 = No,

1 = Yes,

This field is Optional.

Key holder: Is the employee a key holder?

Valid entries are:

0 = No,

1 = Yes,

This field is Optional.

Data protection officer: Is the employee a data protection officer?

Valid entries are:

0 = No,

1 = Yes,

This field is Optional.

Head of HR: Is the employee a Head of HR?

Valid entries are:

0 = No,

1 = Yes,

This field is Optional.

HR Business Partner: Is the employee a HR Business Partner?

Valid entries are:

0 = No,

1 = Yes,

This field is Optional.

Login ID: If you wish to setup a Company User account for the employee so they can login and manage their own account then you should enter a username (which can be their email address) in this box. The entry in this field must be unique within HRWize and not just within your account. We STRONGLY recommend using the employee email address as their login name as it makes it easier for them reset their password etc without needing to contact you as their administrator for support. This field is Optional.

Usergroup: If you have entered a login above then you must enter a user group. Only valid options are Admin, HR, Manager, Employee, Finance, Recruiter, Facilities, Trainer and Approver. This field is Mandatory if Login ID is entered.