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How To – A Guide to Importing Data during Set-up

This guide will show you how you can import information into your new myhrtoolkit via four specially configured spreadsheets. Saving a lot of time, this will considerably speed up your set up.

The available uploads are:

Name Location What it uploads
Personal data ‘Import employee data from Excel’ link All personal details – names, address, email, tel nos, dob, NI, location, dept, job title, salary, and more
Emergency contact line 19 Emergency contact details for each user
Employee holiday dates line 40 Previous and future holiday dates
Sickness absence dates line 46 Previous sickness records

Each of these four upload areas are explained below.

  1. Uploading Personal detailsBefore making an upload, it is recommended that you input your organisations Locations, Departments and Job titles. This will allow you to include these within the automated upload (if required).When the stage above has been completed, click on the ‘Import employee data from excel‘ link shown above. This opens up a screen of detailed instructions.Download the spreadsheet from the link at the top marked ‘Open up the Default Spreadsheet‘.

    Follow the instructions carefully, ensuring that you keep the format of the spreadsheet intact, including saving it as a CSV file. When completed to your satisfaction, you can import your data via the upload section at the bottom of the instruction page. The system will perform a number of validation tasks before uploading your information.

  2. Uploading Emergency Contact informationThis feature is accessed from line 19 of the options within the set up screen. It is very similar to the importing of Personal Details and comes with its own instruction sheet. Once again, ensure that the formatting remains intact.
  3. Uploading Employee Holiday and Absence DataUsing this feature you can import data you already have into the system. It is currently only available in Stage 1: Initial Set-Up.
    1. From the set up screen, click on the ‘click here‘ link – either in employee holiday dates (as below) or sickness absence dates – the process is the same.Then click on the ‘default spreadsheet‘ link – see below:
    2. Save the spreadsheet onto your computer – somewhere accessible, e.g. ‘my documents.’ The default spreadsheet is an empty spreadsheet with the column headings prepared.The columns in the spreadsheet are:[ User ID ] [ First Name ] [ Surname ] [ From ] [ To ] [ Time Off ]
    3. Cut and paste your data into the spreadsheet. You can leave columns empty, but you cannot create new headings. Please do not remove or change the numbers in the ‘User Id’ column.
    4. Make sure all dates are in the format dd/mm/yyyy. You must use exactly this format, with slashes, and all ‘years’ must have four digits (so don’t put ’15/01/14′, it needs to say ’15/01/2014′)
    5. The amount of time off should be entered as a number, ie for 3 days off or 3 hours off please simply enter the number: 3
    6. Save the spreadsheet in ‘CSV’ format. To do this, when you save the document you need to select ‘save as’ and then use the ‘save as type’ pull-down selector to choose CSV. It might also say ‘comma delimited’
    7. Having saved the spreadsheet on your computer, click on the ‘Browse‘ button to select the spreadsheet and then click on ‘Upload employee file‘ and follow the instructions.
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