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.
Import Rules
- The columns must be in the correct order, as displayed in the example spreadsheet.
- Do not delete columns. Columns can be left blank, unless it is a mandatory field.
- The Import file must contain only one worksheet (Tab).
- Row 1 within the spreadsheet contains the heading data - please do not delete it.
- Row 2 within the spreadsheet contains example employee data, you can delete this data.
- Column A is mandatory and must contain a unique employee ID/No. This field can not be blank. If you do not have Employee IDs and your payroll system does not generate them, please create them for your employees. (Employee IDs with spaces are not supported)
- Column C and G are mandatory fields for the Employee's First and Last name.
- 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. There are fields for both personal and work email addresses.
- If you are going to setup a branch structure within your account, it is recommended to complete it prior to importing your employees. This will enable you to import the employees directly into the correct branches by completing Column AE (Branch Key) with the Integration API Key that you set up when you create the branch. (You can set this up now if you haven't already).
The more employee data you populate into the spreadsheet, the more value you can extract from Citation HR Software.
How to complete the Employee Import
1. Navigate to 'Actions' and click on 'Integrations and Imports'
2. Select the third option to 'Import information from an Excel spreadsheet'
3. Select to 'Import Employee Information'
4. Under 'Resources' you will see the example spreadsheet to download
5. Populate the Example Employee Spreadsheet with your own employee data. Make sure you adhere to the Import Rules, you can also refer to the Fields in the Importer section for further information to assist you with the import fields.
6. Under Step 1, click on 'Select File' and choose the file you have saved to your computer. Click on 'Upload'.
7. You will be shown any warnings and you can preview the first 10 rows of your file to check your data aligns with the headers of the columns.
8. Update the Import Workflow as required (recommended settings will be used if you don't update it).
9. Click on 'Proceed to Import'.
10. Your data will now be imported as per your Excel spreadsheet.
Fields used in the Importer
|
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. |
Other Importers
Importers - Overview - What is available in Citation HR?
Related to