People Core full import

Muokattu: Ma, 16 Loka, 2023 klo 9:22 AM

TABLE OF CONTENTS

Intro
Instructions
Any Questions?

Intro

In this article, we will go through how to successfully use the ‘All employee data template’ in People Core. This is a good suggestion for organisations who would like to import all their employees and positions at once, with the accompanied information. After this import, the customer will be able to create the position tree hierarchy.

Instructions

Go to Imports > Download import template > All employee data template. An excel file is now downloaded to your computer.

Open up the excel sheet, it should look like the picture below. This excel sheet contains columns that are related to three different categories: Employee, Position and Contract. They are all three equally important to make the import a success - especially contracts that connects the employee to the right position:

At the bottom of the sheet, you’ll find tabs with different names. They are connected to the columns with adjacent name and there you can find the accepted values to choose from. For instance, under ContractTypes we only accept Permanent or FixedTermEmployment:

Now follows a detailed instruction on how to successfully fill in each column, divided in the categories Employee, Position and Contract:

Required Employee data

The only required fields for importing an employee are:

First name
Last name

The rest of the columns are optional.
This means that if you would rather import or fill it out in the system later - that works (but is not recommended if you have the data accessible now.

Format and valid data in each field

Field name	Name in file	What?	Allowed format/values	Example
First name	Employee:First Name	The employee’s first name	Any text	John
Middle name (optional)	Employee:Middle Name	The employee’s middle name	Any text	John
Last name (required)	Employee:Last Name	The employee’s last name	Any text	Konradsson
Date of birth (optional)	Employee:DateOf Birth	The employee’s date of birth	YYYY-MM-DD (Excel will re-format once entered)	1993-03-28
Legal gender (optional)	Employee:Legal Gender	The employee’s legal gender	Man/Woman/Not Specified	Woman
Talentech ID email (optional)	Employee:Talentech IdEmail	The email address that the employee will use for logging in, can be the same as the business email or another one. Highly recommended if you would like for your employees to be able to log in, in the future.	A unique and valid email address	name@domain.com
Business email (optional)	Employee:Business Email	The business email address for the employee	A valid email address	name@domain.com
Business phone number (optional)	Employee:Business PhoneNumber	The business phone number for the employee	Phone number with country code but without zero or + sign	46731234567
For the Private address fields, either all or nothing is required. E.g if you insert a street name, you are required to fill in the other columns related to the address as well - otherwise you will get an error. If you don't have information for all columns, just write ‘Unknown’ or ‘No value’ - then the import will still go through.
Private email (optional)	Employee:Private Email	A private email for the employee	A valid email address	name@domain.com
Private phone number(optional)	Employee:Private PhoneNumber	A private phone number for the employee	Phone number with country code but without zero or + sign	46731234567
Private address street	Employee:Private AdressStreetLine1	The name of the street the employee lives in.	Any text	Linnegatan 31
Private address street 2	Employee:Private AdressStreetLine2	Additional name of the street the employee lives in.	Any text	Linnegatan 31
Private address post code	Employee:Private AddressPostCode	The post code of the employee’s private address	Any numbers	11448
Private address city	Employee:Private AddressCity	The name of the city the employee lives in	Any text	Stockholm
Private address country	Employee:Private AddressCountry	The country the employee lives in.	Any text	Sweden
Nationality	Employee:National Country	The nationality of the employee.	A country name, allowed values can be found under the tab ‘Countries’	Sweden
Identification Number	Employee:National Identification Number	The national identification number the employee holds.	A series of numbers.	199403310098
For the Emergency contact fields, either all or nothing is required. E.g if you insert a emergency contact name, you are required to fill in the other columns as well - otherwise you will get an error. If you don't have all of the required fields, just write ‘Unknown’ or ‘No value’ - then the import will still go through.
Emergency contact name (required for the emergency contact to be imported)	Employee: Emergency ContactName	The name of the employee’s emergency contact	Any text	John Konradsson
Emergency contact email (required for the emergency contact to be imported)	Employee: Emergency ContactEmail	The email address to the employee’s emergency contact	A valid email address	name@domain.com
Emergency contact phone number (required for the emergency contact to be imported)	EmergencyContact PhoneNumber	The phone number to the employee’s emergency contact	Phone number with country code but without zero or + sign	46731234567
Emergency contact relationship (required for the emergency contact to be imported)	Employee: EmergencyContact Relationship	The relationship between the employee and the emergency contact	Any text	Spouse

Required Position data

The only required fields for importing an employee are:

Job title
This is what will be shown in the Position tree in People Core e.g Country Manager Sweden, Implementation Lead Denmark.
Job type
This is a categorization of positions, that is supposed to be helpful for those of you who want to group several positions with a certain name. E.g all CEO, CMO, CCO, COO positions could have job type ‘Management’ or all developer positions could have job type ‘Development’. If you have has both blue collar and white collar workers, Job type can be used for that. It is up to you to decide what you consider most suitable.

The rest of the columns are optional!

This means that you would rather import this/fill it out in the system later - that works (but not recommended if you have the data accessible now).

Keep in mind that the position data should relate to the actual position information, not necessarily the employee that is filling the position right now. E.g Weekly hours should be based on if the position is intended to be a full time or part time position, not if the employee that has the position right now works full time or not.

Format and valid data in each field

Field	Name in file	What?	Allowed formats/values	Example
Job type (required)	Position:JobType	The job type for the position we are assigning the individual to. See description above.	Any text	Management
Job description	Position:JobDescription	Describing duties and responsibilities regarding the specific position.	Any text	Job description for a Sales Manager: Sales Managers at Company X lead and motivate sales teams to meet revenue targets. They develop strategies, monitor performance, and build customer relationships to drive business growth. Strong leadership, communication, and sales expertise are essential for success in this role.
Weekly hours	Position:WeeklyHours	The weekly hours the position requires (basically if the position is intended to be a full time or part time position. NOT if the employee that occupies the role now works full time/part time)	Any number	20
Job Title (required)	Position:JobTitle	The title of the position	Any text	Sales Manager Sweden
Parent position	Position:ParentPosition	-	-	-
In the future, Parent position will be a way to import the position hierarchy structure in the excel import. For now, do not fill it out.
Legal entity	Position:LegalEntityID	If you have imported/created Legal entities before you downloaded the file, then you will find the legal entities' names in the ‘Legal Entities’-tab in the excel. Those legal entity names are then your value choices to add on all the rows for each employee. If you have chosen not to add Legal entities, then you can leave this column empty on all rows.	Values from tab LegalEntities	Sweden
Location	Position:LocationID	If you have imported/created Locations before you downloaded the file, then you will find the location’s names in the ‘Locations’-tab in the excel. Those location names are then your value choices to add on all the rows for each employee.	Values from tab Locations	Stockholm
Department	Position:DepartmentId	If you have imported/created Departments before you downloaded the file, then you will find the department’s names in the ‘Departments’-tab in the excel. Those department names are your value choices to add on all the rows for each employee.	Values from tab Departments	Sales

Required Contract data

The only required fields for importing an employee are:

Contract Type
This indicates if the contract the employee has connected to the chosen position is a permanent or fixed term employment.

Format and valid data in each field

Field name	Name in file	What?	Allowed format/values	Example
Contract Type (required)	Position:ContractType	This indicates if the contract the employee has connected to the chosen position is a permanent or fixed term employment.	Permanent/ FixedTermEmployment (to be found in ContractTypes tab)	Permanent
Middle name (optional)	Employee:MiddleName	The employee’s middle name	Any text	John
Start date	Contract:StartDate	Start date of the contract.	YYYY-MM-DD (Excel will re-format once entered)	2023-03-31
Contract End date (only applicable if Contract type is Fixedterm Employment)	Contract:EndDate	End date of the contract.	YYYY-MM-DD (Excel will re-format once entered)	2023-03-31
Contract indefinite	Contract:Indefinite	Used to indicate if a contract is indefinite or not. If the contract type is set to Permanent = TRUE If the contract type s set to FixedEmployment = FALSE	TRUE/FALSE	TRUE
Contract Sign date	Contract:SignDate	The day which the contract was signed.	YYYY-MM-DD (Excel will re-format once entered)	2023-03-31
Probation end date	Contract:Probation EndDate	The day which the probation period will end.	YYYY-MM-DD (Excel will re-format once entered)	2023-03-31
Weekly hours	Contract:WeeklyHours	The weekly hours stated in the contract for the intended position	Any number	20
Amount/Salary	Contract:Amount	The salary stated in the contract	Any number	20
Currency	Contract:Currency	The currency in which the salary is set	Allowed abbreviation of currencies are found in the ‘Currencies' tab.	USD

Import

When all required and voluntary columns of choice are filled, it’s time to import it back to People Core by dropping your file in the grey box or by selecting the file from your computer.

If there are any problems with the import, e.g a value was entered in the wrong formatting that is not allowed, then People Core’s importing tool will help guide you where the error is.