Data import

Within People Manager you can import data into the system, this can be anything from personal information, pay details, or absences. Within this function you can use existing data exports/reports (the file format must be .xlsx) you have and map the headers from your file to the data fields within People Manager.  

Each import needs to be section specific and are based on the employee record tabs, we would recommend you reviewing the tabs in the first instance, so you understand which field you want your data to be mapped to. Each import must include a specific identifier as you are updating the correct employee record, so always include a staff number header. There are tabs that require an effective date, please review these tabs and make sure there is a date header if required. 

Below is an example of a bonus template. Please note: we recommend you name the columns as appropriate as this will make it easier when it comes to the mapping section.

Creating a new import template

To import data there must be an import template. The template you create tells the system which headers will be on your import and where in People Manager this information should populate. Make sure the template you wish to upload includes staff numbers, and if required a date header, as well as any other fields required for that specific section. 

Go to data import in the top menu bar. Click add to create a new import template. 

A new template box will appear, enter a unique template name. Click choose file and pick the .xlsx file you wish to use.

When you are ready click upload. 

First pick the section you will be uploading into. Using the dropdown, you will see a list of all the areas you can import into.

Under the column header you will see the header names from your import, you will then use the DB field column to map each People Manager field name to your header name. For example If you are importing into personal details, your header is surname, you will want to map this to personal surname.

You will only see fields relevant to the section you have selected. For example, you will not see any field names about pay within the employee personal details section. Each DB field name will start with the section name, so title will be marked as personal title. 

When you are ready click save. The screen will close, and you will see the new template name now listed. 

Downloading a template 

When you are ready to import data, you can download a copy of the template with headers. This will be the original file you imported and mapped to each field. The headers will be in the exact format that is required for import. 

Once downloaded, open and start entering or copy and paste your data into the template. 

Please note: Make sure you are using the correct staff number for each employee, otherwise the import will fail or you could be importing against the incorrect employee record. 

Once you have completed this and saved the file you will be ready to import.

Importing data

Please note: You must check your data before you import it. Once your import is complete, a record will be created. While some fields such as values may be overridden with a subsequent upload, there are some fields such as dates that cannot. This may have implications on payroll information, and you may need to manually change any incorrect data. 

Select the template name of the data you will be importing, and then click import. Choose the file, the title will be shown once selected, then click upload.

You will see a progress bar move along the screen, if the import was completely successful you will get a green banner, if there are errors you will see a red banner asking you to review. Any successful rows will be uploaded into the system 

The progress bar will advise the number of rows of data it has checked. If there are any rows with errors, you will see a red bar advising how many. 

You will see the data you have uploaded, with a validation column confirming if a row of data has been uploaded or why it has failed. You can use the excel button to review errors in excel format. 

Reviewing errors

Invalid file format

If you upload your file and you receive the message below, this means your headers are incorrect. This could be either the name of header is not as expected, or there are spacing issues. Your import must be the same as the template you created. 

For example, the expected format below shows no spaces. This means the headers only have the title in the cell and no additional spaces. However, when importing the data, there was a space in the cell either after first name or before surname. The same applies, with a space either after surname or before known as. To help stop this error from happening we would recommend you use the download option, so the system provides you with an exact template of the import format. 

Excel spreadsheet of errors

You may find it easier to use the excel option if you have multiple rows of data to review. Make the applicable changes to the original import and follow the steps above to import again. You will see that not all fields have to be populated, also letters within a phone number will be accepted. It is important that you check all your data, before importing. 

Please note: Once you have updated the incorrect/missing data and if you have made no changes to the successful imported data, then you can reimport everything again. If the staff number remains the same, a duplicate record will not be created. This can save you having to removed individual lines of data from your original import. 

Editing & deleting templates

Click on the title of the template you wish to amend or deleted. The panel will open on the righthand side. You can change the name of the template, and all dropdowns will be open for you to select a new section or field. Once you have made the appropriate changes click save. 

If you wish to delete the template entirely, click on the title of the template and click delete.