Data Uploads

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  • Last Post 09 October 2019
tismail posted this 09 October 2019 - Last edited 09 October 2019

This screen allows the automatic creation of employee records by importing a prefilled CSV file. Follow the steps below to upload data into the relevant PIM section

  • Download PIM import file generator by clicking the link “Download PIM import file generator”
  • Read and follow the information on the “Control” sheet.
  • Click the browse button above and select the saved file.
  • Click the upload button.
  • Once the upload is complete, the result file will be available for download.

Note:

  • Required items on the import file are shown in “Red”
  • Names must not contain spaces or commas ",".
  • Add a quote ' in front of any date while filling in the import sheet
  • The “Personal, Contact & Role Info” sheet creates relevant employee records and must be first imported before other import sheets where new employees are concerned

Below is a description of the fields in each Import sheet

Personal, Contact & Role Info

Use this import sheet to create new employees and update their personal information, contact information and current job role.

  • FirstName: This is the employee’s first name, it is a compulsory field and it cannot contain spaces
  • MiddleName: This is the employee’s middle name and it cannot contain spaces
  • LastName: This is the employee’s last name, it is a compulsory field and it cannot contain spaces
  • EmployeeID: This is the unique ID assigned to the employee
  • MaritalStatus: This is the employee’s marital status and it can only be single, married, divorced, single partnership or widowed
  • DOB: This is the employee’s date of birth and should be entered in the current system format i.e. “dd/mm/yyyy” or “mm/dd/yyyy”
  • Nationality: This is the employee’s nationality and it will be created if it doesn’t already exist
  • Sex: This is the employee’s gender and it can only be male or female
  • Title: This is the employee’s social title i.e. Mr, Mrs, Dr etc.
  • HiredDate: This is the employee’s hire date and should be entered in the current system format i.e. “dd/mm/yyyy” or “mm/dd/yyyy”

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tismail posted this 09 October 2019 - Last edited 09 October 2019

  • AddressLine1: This is the 1st line of the employee’s address, this is a compulsory field
  • AddressLine2: This is the 2nd line of the employee’s address
  • City: This the city line for the employee’s address
  • State: This is the state for the employee’s address
  • PostCode: This is the postcode for the employee’s address
  • Country: This is the country for the employee’s address
  • Telephone: This is the employee’s personal telephone number
  • Mobile: This is the employee’s mobile phone number
  • WorkPhone: This is the employee’s work phone
  • WorkEmail: This is the employee’s work email. Note: This is the email to which employee notifications will be sent
  • OtherEmail: This is the employee’s personal email address
  • JobTitle: This is the employee’s job title and it will be created if it doesn’t already exist
  • StartDate: This is the employee’s job start date and should be entered in the current system format i.e. “dd/mm/yyyy” or “mm/dd/yyyy”
  • EndDate: This is the employee’s job end date and should be entered in the current system format i.e. “dd/mm/yyyy” or “mm/dd/yyyy”. Note: This should only be entered if the employee’s job has already ended
  • Status: This is the employee’s employment status and it will be created if it doesn’t already exist
  • JobCategory: This is the employee’s job category and it will be created if it doesn’t already exist
  • Location: This is the company location in which the employee is located. This location must already exist otherwise the employee entry will not be created (See creating locations)
  • Workshift: This is the employee’s workshift. This workshift must already exist otherwise the employee entry will not be created (see creating work shifts)
  • Department: This is the employee’s department. This department must already exist otherwise the employee entry will not be created (see creating structure units)
  • Comments: Any comment which will be recorded in the employee’s role history section
Bank Details

Use this import sheet to import employee bank details

  • EmployeeFullName: This is the employee’s full name made up of First, Middle and Last names
  • AccountNumber: This is the employee’s bank account number
  • BankName: Employee’s bank name
  • AccountType: Bank account type i.e. Current, Savings or Other
  • Address: Bank Address
  • SortCode: Employee’s bank sort code
Custom Fields

Use this import sheet to import any customEmpl

  • EmployeeFullName: This is the employee’s full name made up of First, Middle and Last names
  • Custom: This must be set to “Yes”

You should add the name of any custom field created to the right of the “Custom” header then fill the template with relevant information

Earning History

 

tismail posted this 09 October 2019

Use this import sheet to import employee salary history. Note: This does not update the employee’s current salary.

  • EmployeeFullName: This is the employee’s full name made up of First, Middle and Last names
  • StartDate: Start date for the salary package
  • EndDate: End date for the salary package
  • JobTitle: Relevant job title for the salary package
  • Currency: Currency in which the salary was paid
  • RateType: Project pay rate type for the employee i.e. Daily or Hourly
  • Comments: Any relevant comment
  • GrossEarnings: Total employee gross earning
  • Deductions: Total employee deductions
  • NetEarnings: Total employee net earnings
Education

Use this import sheet to import employee’s educational background

  • EmployeeFullName: This is the employee’s full name made up of First, Middle and Last names
  • EducationLevel: The educational level for the current qualification i.e. B.A, B.Sc etc
  • InstitutionName: The name of the institution in which the qualification was obtained
  • CourseName: The name of the course (Discipline)
  • GraduationYear: Year of graduation
  • Score: The final score i.e. Grade point average or other relevant score
  • StartDate: Start date of the course
  • EndDate: End date of the course
Emergency Contacts

Use this import sheet to import employee emergency contacts

  • EmployeeFullName: This is the employee’s full name made up of First, Middle and Last names
  • ContactName: Name of the emergency contact
  • Relationship: Relationship between the contact and the employee
  • Telephone: Telephone number for the emergency contact
  • Mobile: Mobile number for the emergency contact
  • WorkPhone: Work phone for the emergency contact
  • Email: Email address for the emergency contact
Family Members

Use this import sheet to import employee family members

  • EmployeeFullName: This is the employee’s full name made up of First, Middle and Last names
  • Name: The name of the family member
  • Relationship: The relationship between the employee and the family member
  • DOB: The family member’s date of birth

Languages

Use this import sheet to import employees’ spoken languages

  • EmployeeFullName: This is the employee’s full name made up of First, Middle and Last names
  • Language: The name of the language
  • Fluency: The level of fluency i.e. Speak, read or write
  • Competency: The level of competency the employee has in the relevant language
  • Comments: Any relevant comment
Licenses

Use this import sheet to import employee licenses

  • EmployeeFullName: This is the employee’s full name made up of First, Middle and Last names
  • LicenseType: The relevant license type
  • LicenseNumber: The relevant license number
  • IssueDate: The date on which the license was issued
  • ExpiryDate: The date on which the license is due to expire
Memberships

Use this import sheet to import employee memberships

  • EmployeeFullName: This is the employee’s full name made up of First, Middle and Last names
  • Membership: The name of the membership
  • SubscriptionPaidBy: The relevant party who pays the subscription i.e. Individual or Company
  • Amount: The amount of subscription paid
  • Currency: The currency in which the subscription is paid
  • StartDate: The start date of the subscription
  • EndDate: The end date of the subscription
Passport and Visa

Use this import sheet to import employee passport and visa information

  • EmployeeFullName: This is the employee’s full name made up of First, Middle and Last names
  • Number: This is the document number
  • DocumentType: The type of document i.e. Passport or Visa
  • IssuedDate: The date of issue
  • ExpiryDate: The expiration date
  • EligibleStatus: Employee’s relevant status with respect to work based on the current document
  • Country : The country of issue
  • ReviewDate: Internal review date
  • Comments: Any relevant comment
Reporting Lines

Use this import sheet to import employee’s managers based on their reporting lines

  • EmployeeFullName: This is the employee’s full name made up of First, Middle and Last names
  • ManagerFullName: This is the employee’s manager’s full name made up of First, Middle and Last names
  • ReportingMethod: The relevant reporting method
Role History

Use this import sheet to import the employee’s previous job roles

  • EmployeeFullName: This is the employee’s full name made up of First, Middle and Last names
  • JobTitle: This is the employee’s job title and it will be created if it doesn’t already exist
  • StartDate: This is the employee’s job start date and should be entered in the current system format i.e. “dd/mm/yyyy” or “mm/dd/yyyy”
  • EndDate: This is the employee’s job end date and should be entered in the current system format i.e. “dd/mm/yyyy” or “mm/dd/yyyy”. Note: This should only be entered if the employee’s job has already ended
  • Status: This is the employee’s employment status and it will be created if it doesn’t already exist
  • JobCategory: This is the employee’s job category and it will be created if it doesn’t already exist
  • Location: This is the company location in which the employee is located. This location must already exist otherwise the employee entry will not be created (See creating locations)
  • Workshift: This is the employee’s workshift. This workshift must already exist otherwise the employee entry will not be created (see creating work shifts)
  • Department: This is the employee’s department. This department must already exist otherwise the employee entry will not be created (see creating structure units)
  • Comments: Any comment which will be recorded in the employee’s role history section
Skills

Use this import sheet to import employee skills

  • EmployeeFullName: This is the employee’s full name made up of First, Middle and Last names
  • SkillName: The name of the current skill
  • YearsOfExperience: The years of experience the employee has had with the current skill
  • Comments: Any relevant comment
Software

Use this import sheet to import the installed software applications employees

  • EmployeeFullName: This is the employee’s full name made up of First, Middle and Last names
  • Software: The name of the software
  • InstallationStatus: The present installation status for the current software
  • Version: The version number for the software
  • Notes: Any relevant notes
Work Experience

Use this import sheet to import employee’s job history outside of the organisation

  • EmployeeFullName: This is the employee’s full name made up of First, Middle and Last names
  • CompanyName: The name of the company worked for
  • JobTitle: The relevant job title
  • StartDate: The start date of the job
  • EndDate: The end date of the job
  • Comments: Any relevant comment
Salary Imports

This feature allows the user to update employee earning and deductions by making the relevant changes on a spreadsheet (CSV file) pre-exported from the system and then importing it back into the system.

Follow the steps below to export the CSV file

  • Navigate to PIM > Configuration > Data Imports
  • Click on “Employee Salary Upload” at the bottom of the screen
  • From the “Generate salary CSV” section select the relevant options
  • Click “Download salary CSV” button to download the CSV file
  • Make the relevant changes to employee earnings
  • Save the file (as CSV) in a location of your choice

Follow the steps below to import the salary file

  • Navigate to PIM > Configuration > Data Imports
  • Click on “Employee Salary Upload” at the bottom of the screen
  • Click the “browse” button and select the file you saved
  • Click on the “upload” button to complete the process.
  • Review the result file

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