People Core full import

TABLE OF CONTENTS

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 nameName in fileWhat?Allowed format/valuesExample
First nameEmployee:First
Name

The employee’s first name

Any textJohn

Middle name (optional)

Employee:Middle
Name
The employee’s middle nameAny textJohn

Last name (required)

Employee:Last
Name
The employee’s last nameAny textKonradsson

Date of birth (optional)

Employee:DateOf
Birth
The employee’s date of birthYYYY-MM-DD (Excel will re-format once entered)1993-03-28

Legal gender (optional)

Employee:Legal
Gender
The employee’s legal genderMan/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 addressname@domain.com

Business email (optional)


Employee:Business
Email

The business email address for the employee
A valid email addressname@domain.com

Business phone number (optional)

Employee:Business
PhoneNumber
The business phone number for the employeePhone number with country code but without zero or + sign46731234567
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 employeeA valid email address name@domain.com

Private phone number(optional)

Employee:Private
PhoneNumber
A private phone number for the employeePhone number with country code but without zero or + sign46731234567

Private address street

Employee:Private
AdressStreetLine1
The name of the street the employee lives in.Any textLinnegatan 31

Private address street 2

Employee:Private
AdressStreetLine2
Additional name of the street the employee lives in.Any textLinnegatan 31

Private address post code


Employee:Private
AddressPostCode
The post code of the employee’s private addressAny numbers11448

Private address city

Employee:Private
AddressCity
The name of the city the employee lives inAny textStockholm

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 contactAny textJohn Konradsson

Emergency contact email (required for the emergency contact to be imported)

Employee:
Emergency
ContactEmail
The email address to the employee’s emergency contactA valid email addressname@domain.com

Emergency contact phone number (required for the emergency contact to be imported)

EmergencyContact
PhoneNumber
The phone number to the employee’s emergency contactPhone number with country code but without zero or + sign46731234567

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

FieldName in fileWhat?Allowed formats/valuesExample

Job type (required)


Position:JobTypeThe job type for the position we are assigning the individual to. See description above.Any textManagement
Job descriptionPosition:JobDescriptionDescribing 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 number20

Job Title (required)

Position:JobTitleThe title of the positionAny textSales 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 LegalEntitiesSweden

Location

Position:LocationIDIf 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 LocationsStockholm

Department

Position:DepartmentIdIf 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 DepartmentsSales

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 nameName in fileWhat?Allowed format/valuesExample

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:MiddleNameThe employee’s middle nameAny textJohn
Start date
Contract:StartDateStart 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:EndDateEnd 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/FALSETRUE

Contract Sign date

Contract:SignDateThe 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:WeeklyHoursThe weekly hours stated in the contract for the intended positionAny number20

Amount/Salary

Contract:AmountThe salary stated in the contractAny number20
CurrencyContract:CurrencyThe currency in which the salary is setAllowed 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.

Any Questions?

Please reach out to us here if you have any questions, we are always happy to help!

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