Introduction
After the organizational structure is added, you can also upload employees in the application. This upload can be an initial upload or an upload that you schedule (e.g. every night).
Minimum set of fields
Depending on the modules that will be in use, the needed information can be different. Below you will find an overview of all columns needed as a minimum, regardless the modules you will be using.
Extra information per employee will be needed depending on the use cases.
| Field | Required? | Comment |
| Reference number | Required | Unique employee number. Based on this number the application will check if the employee already exists. |
| First name | Required | The official first name of the employee |
| Preferred name | Optional | The preferred name of the employee. If not provided the application will use the first name. |
| Last name | Required | The official last name for the employee |
| Language | Optional | This mother tongue of the employee. If this is one of the languages configured in the application, it can also be used to the set the default language for the user interface. |
| Gender | Optional | Value "M" or "F" |
| E-mail work | Required | This value is used to communicate with the user (e-mail notifications). |
| Telephone work | Optional | This information is shown on the Who is who. |
| Mobile work | Optional | This information is shown on the Who is who. |
| Login | Optional | In some cases the login used for SSO is different from the work e-mail address. If filled in, it should contain a unique value for each employee. |
| Start date job | Recommended | This date represents the day since the employee is in the current job. If this information is not available you could also provide the start date of the employee's contract. If that information is also not available when can upload the file using a fixed value. |
| End date job | Optional | If the end date of the current job is available, it can be provided in this column. |
| Job code | Required | This should contain a unique code (maximum 255 characters) per job. |
| Job name | Recommended | If a separate list with jobs is uploaded, this column is not needed. In all other cases this information is used to create this unique list of jobs (together with the field Job code) |
| Job title | Optional | In some cases you want to overrule the job name with a specific job title. E.g. the generic job name "Account manager" could be more specified as "Account manger Antwerp" for a specific employee. |
| Cost center code | Optional | In some cases cost centers are very close to the departmental structure but they have a Finance purpose and are not always suitable for creating an organizational chart. This should contain a unique code (maximum 50 characters) per cost center/ |
| Cost center name | Optional | If a separate list with cost centers is uploaded, this column is not needed. In all other cases this information is used to create the unique list of cost centers (together with the field Cost center code) |
| Organizational unit code | Required | Refers to one of the unique organizational codes used in the organizational structure upload. |
| Organizational unit name | Informational | This field is not required for the upload. In most case this name is just mentioned to make the upload file more readable. |
| Reference number Manager | Optional | In most cases we calculate the manager based on the responsible manager assigned to the organizational unit. In that case this column can remain empty. We do however we have to option to set a direct report per employee. If filled in, it should be filled in for all employees. |
| Employee type | Optional | If different types of employees are available in the same upload file, you can indicate the type in this column (e.g. "I" for an internal employee and "E" for an external employee). |
Example file
Download the file below to see an example of how this file could look like. (employees.xlsx = English version and medewerkers.xlsx = Dutch version).