Citation HR Software integrates with various payroll systems to increase productivity and efficiency. If Citation HR Software doesn't integrate with your payroll system yet, you can use our Employee Importer. You should be able to do an export from your payroll system to help you populate our import spreadsheet more efficiently.
You can also create employees individually in your Citation HR Software account.
Before you commence, there are a few things to note:
- You need to have first set up your branch structure and be able to easily identify what the Branch Key is for each branch. You will be prompted to include this in this spreadsheet;
- The more employee data you populate into the spreadsheet, the more value you can extract from Citation HR Software;
- All data fields are optional, except for the 'Employee ID', 'First Name' and 'Last Name' fields which are compulsory;
- We recommend ensuring you include an email address for each employee. This is a prerequisite to launching the Self-Service Portal (eSS) later in the on-boarding process.
- The columns as displayed in the spreadsheet must remain the correct order;
- Do not delete columns. If you do not wish to populate a column with data, please leave it blank unless it is a required field;
- Row 1 within the spreadsheet contains the heading data - please do not delete it;
- Row 2 within the spreadsheet contains example employee data, you are welcome to delete this;
- The spreadsheet must contain only one worksheet (tab) - please do not create extra tabs.
1. Navigate to the payroll import page via the "Actions" dropdown, then, click on the "Integrations" button.
2. After navigating to the "Account Integration and Import" page, click on the generic Excel spreadsheet import option at the center of the page.
3. The small Excel paper icon on the left side will open up further options for you to select from, choose the option to Import Employee Information and select the most recent importer:
4. Navigate to Resources and download the Example Employee Spreadsheet:
5. Populate the Example Employee Spreadsheet with your own employee data. You should take into consideration the considerations to note at the start of this article and use the table below for assistance:
|
Column |
Description & Recommendations |
|
Employee ID |
REQUIRED – It is required that you assign every employee a unique employee ID number. For consistency, it is recommended that you use the same employee ID number stored in payroll (if applicable). Employee IDs are necessary for future automation when it comes to things like automating bulk actions, such updating data and uploading existing HR documents. |
|
Title |
Populate the spreadsheet with the following available options (please use the specific wording below):
|
|
First Name |
REQUIRED – Free text field |
|
Middle Name |
Free text field |
|
Preferred Name |
Free text field |
|
Nickname |
Free text field |
|
Last Name |
REQUIRED – Free text field |
|
Gender |
Populate the spreadsheet with the following available options (please use the specific wording below):
|
|
Date of Birth |
Date field |
|
Address Line 1 |
Free text field |
|
Address Line 2 |
Free text field |
|
Suburb |
Free text field |
|
State / Town / City |
For Australian accounts, populate the spreadsheet with the following available options (please use the specific wording below):
It is a Free Text Field for New Zealand accounts. |
|
Postcode |
Free text field |
|
Country |
Free text field |
|
Telephone |
Free text field |
|
Mobile |
Free text field |
|
Email (w) |
HIGHLY RECOMMENDED – It is recommended that you ensure each employee has an email address. This is a prerequisite to launching the Self-Service Portal (eSS) later in the on-boarding process. |
|
Commencement Date |
Date field |
|
Employment Type |
IMPORTANT - Populate the spreadsheet using with the following available options (please use the specific wording below):
|
|
Position Title |
Free text field |
|
Primary Emergency Contact Name |
Free text field |
|
Primary Emergency Contact Rel |
Free text field |
|
Primary Emergency Contact Phone |
Free text field |
|
Primary Emergency Contact Mobile |
Free text field |
|
Secondary Emergency Contact Name |
Free text field |
|
Secondary Emergency Contact Rel |
Free text field |
|
Secondary Emergency Contact Phone |
Free text field |
|
Secondary Emergency Contact Mobile |
Free text field |
|
Terminated Date |
Date field |
|
Branch Key |
HIGHLY RECOMMENDED - This field requires you to assign each employee to the branch they should be created within. The branch API key acts as a unique identifier to help the application designate and identify a branch. It can be any combination of numbers and letters. This branch API key is vital for importing employees and API integrations. If a branch doesn’t have an API Key, then it will not be possible to import employees into it. For more information on how to create or update a branch, refer to this article: Branches |
|
Postal Address1 |
Free text field |
|
Postal Address2 |
Free text field |
|
Postal Suburb |
Free text field |
|
Postal State / Town / City |
For Australian accounts, populate the spreadsheet with the following available options (please use the specific wording below):
It is a Free Text Field for New Zealand accounts |
|
Postal Post Code |
Free text field |
|
Postal Country |
Free text field |
|
E-mail (h) |
HIGHLY RECOMMENDED – It is recommended that you ensure each employee has an email address. This is a prerequisite to launching the Self-Service Portal (eSS) later in the on-boarding process. |
6. Once you have populated your spreadsheet, upload it under Step 1
7. You will be shown an example of how your data will be uploaded, check that your data is matching up with the headers of the columns
8. Check any warnings that have been identified
9. To avoid any duplication of employee / candidate records, Citation HR Software will ask if you wish to merge the records, click ‘Yes’. This will avoid any duplication that may occur from manually entered employees which are then duplicated if that same employee is included in importing process
10. If you are happy with the data shown in the preview, click Proceed to Import.
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