Bulk Upload - Employee History

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

The Employee History bulk upload is under the Employees section here:

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

• Important: This file is a history record, not a change record - this means we're looking to understand what your data changed FROM not what it changed to upon the effective date. Your initial employee data upload holds current values so this upload should only contain the prior history values
• You should ensure you provide a full history record (if available) even if only one value was changed - failure to do so will mean blanks are shown when viewing the history record.
• For example, in your initial data upload Jenny Smith is a sales Manager with a current salary of £60,000 per annum. In this history record, you may want to detail Jenny’s prior role and salary with your organiszation.
• To do this you would need to enter a minimum of her prior role which she changed FROM (e.g. Sales Consultant) and her prior salary she changed FROM (e.g. £45,000 per annum) along with the change date (column AB) which is the date Jenny became the Sales Manager on her new salary.

This page includes:

Employee Field

In the CSV the first column is called employee ID, this setting relates to what you enter in that column, For example if you have used the employee's names in the CSV the employee name option will need to be selected. 

Include archived employees in search?

When using name or Works ID method, sometimes you may have multiple instances of the same employee with on active and one archived - if you set this to NO we will not search archived employees when marching and will only search your active employees. If you had 2 active employees of the same name, for example, this setting would make no difference.

Validate Data?

If you would like the system to validate the data you uploading select yes, if not select no.

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.

Please Note: Please note: If there are no emergency contacts present this will upload these as new. If they already exist this will update the current values and remove the prior values.

 

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 ID - This field relates to your chosen Employee field on the bulk upload page, if you have chosen employee name this will be the employee's first and last name exactly as they are on HRWize, if this is either the system or Works ID, this will be either of those IDs exactly as they are in HRWize too. This field is Mandatory and Case Sensitive.

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

Job status - 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 Optional and Case Sensitive.

Headcount classification - 

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.

Department name - Department name exactly as it is entered in the system. This field is Optional 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.

Cost centre - Employee Cost Centre exactly as it appears in the system, this field is Optional and Case Sensitive.

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

Business unit - Employee's Business Unit exactly as it appears in the system, this field is Optional and Case Sensitive.

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

Manager name - Name of the employee’s manager exactly as it is stored 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.

Head of department name - The name of the head of this employee’s department. 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.

Contract end date - Date that the employee's contract ends. 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.

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 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.

Hours per week - Number of hours per week the employee works. 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.

Working hours - Hours worked each day for the employee. Only required if the employee’s time off entitlement is entered in “Hours”. Should be entered as follows:

8|8|8|8|8 – This suggests that the employee works for 5 days at 8 hours per day, each day of the week separated by a | or comma.

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

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

Change date - The date on which this change is due to take place. Should be entered in dd/mm/yyyy format. This field is Optional.

Change reason - The reason for this information change taking place. Change Reasons should be entered exactly as they appear in the system. This field is Optional and Case Sensitive.