This article explains how to import new employee records in bulk to a client portal that does not use Assignments. To add new employee records one at a time, see Add a New Employee Manually.
Prepare the file
There are certain data points that must be included in the import file for the software to accept the data. Before importing the file, verify that all required fields are included and complete.
A sample/template file is available for download at the bottom at this article. The import file must be in .csv format.
Minimum required data
The data points below must be included in the file, along with any others indicated in Settings>General>Mandatory. The file will not import if the required fields are blank.
| Employee Id (Column A) | Must match the Employee ID number in your ATS or payroll software. |
| Card Number (Column B) | Recommended: last 4 digits of SSN or same as Employee ID |
| First Name (Column C) | Employee's first name |
| Last Name (Column E) | Employee's last name |
| Hire Date (Column G) | Employee's date of hire in MM/DD/YYYY format |
| Payroll Start Date (Column H) | Recommended: Same as Hire Date |
| Location (Column AE) | Client location at which the employee works. Reference Settings>General>Organization Structure>Level 1>Manage |
| Level 2 (Column AF) | Department in which the employee works. Reference Settings>General>Organization Structure>Level 2>Manage |
| Pay Policy (Column AJ) | Must match the name of the applicable Pay Policy in portal Settings. Reference Settings>Pay Management>Pay Period>Select Policy. |
| Paymethod (Column BB) | Enter “Hourly” or "Salary" |
Optional data
| Lunch Policy (Column AK) | Must match the name of the applicable Lunch Policy in portal Settings. Reference Settings>Pay Management>Lunch Policy>Select Policy. |
| Holiday Policy (Column AL) | Must match the name of the applicable Holiday Policy in portal Settings. Reference Settings>Holiday Policy. |
| Accrual Policy (Column AM) | Must match the name of the applicable Accrual Policy in portal Settings. Reference Settings>Accrual Policy. |
| Alert Policy (Column AP) | Must match the name of the applicable Alert Policy in portal Settings. Reference Settings>Alert Policy. |
| Rounding Policy (Column AO) | Must match the name of the applicable Rounding Policy in portal Settings. Reference Settings>Pay Management>Rounding>Select Policy. |
| OverTime Policy (Column AQ) | Must match the name of the applicable Overtime Policy in portal Settings. Reference Settings>Pay Management>Overtime>Select Policy. |
| Shift (Column AR) | Must match the name of the applicable Shift in portal Settings. Reference Settings>Shift Management>Select Shift. |
| Physical Clock (Column AV) | Determines if this employee's info will be sent to clock hardware for punching In & Out. Enter "Yes" or "No". |
| Web & Mobile Features (multiple columns) | Enter "Yes" or "No" |
| Email (Column (AB) | Employee's email address, which will be their username for web & mobile login. Required if enabling ANY Web or Mobile Features. |
| WebClock Password (Column BA) | Employee's password for web & mobile access. *Force user to change password & send email cannot be enabled in the import file. Enable these options directly on Employee Profile(s). Required if enabling ANY Web or Mobile Features. |
| Active (Column BS) | Determines if Employee Profile will be Active or InActive in the portal. Enter "Yes" for Active. |
Navigate to Employee Data
There are four ways to navigate to Employee Data from the Dashboard:
1) Select Timecard in the navigation menu at the top and then select the Employee Data option on the left.
2) Type in the Search in the upper right to display a dropdown list of matching employee names. Click a name to go directly to that Employee Profile.
3) Click All Employees in the center of the circle.
4) Click Employees in the Quick List on the left.
Import the file
1) On any Employee Profile, click the Add New button.
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2) Click the .csv file option.
3) A new browser tab or window will open. Click the Choose File button to browse your device for the saved file.
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4) Click the Upload button.
5) A list of all fields in the uploaded .csv file will appear, along with a list of the corresponding Employee Profile fields. Use the dropdown menus under Field Match to identify to which Employee Profile field each column in the .csv file should be mapped.
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6) Click the Import button. |  |
7) A message will display near the top of the page that the records were imported successfully.
