Employee Data Import Template Guide

Last Updated: Oct 03, 2016 11:44AM EDT
This guide will walk through the available fields in the Employee Import Template and what they mean.  The Import Template is broken down into colored sections based on what type of information you are trying to import.

Color Key

Light Blue
Employee general info and permissions
 
Dark Blue
Required fields for importing new employees
 
Pink
Skill information
 
Green
Absence balance information
 
Orange
Preferred substitute information
 
Tips: 1) Every employee import will require the Identifier column so absence management knows which employee to make the changes to. 2) Before submitting your import, delete any columns that are not being used from the Excel template.

Import Template Guide

Identifier
District unique Id number. May be alphanumeric and up to 30 characters . We recommend an employee number that matches the employee’s ID from your payroll/hr system. This field will be required in all data imports to identify the employee you want to update.
 
Last Name
Employee’s last name. Up to 30 characters
 
First Name
Employee’s first name. Up to 30 characters
 
Middle Name
Employee’s middle name. Up to 10 characters
 
Title
Employee’s specific title like “Second Grade” or “Nurse”
 
Phone
Employee’s phone number. This will also be their Login ID. Don’t use spaces or dashes Example: 5556867848
 
Pin
This will be the employee’s PIN to login. Leave blank for new employees if you want the system to auto-assign a PIN. Must be 4 or 5 digits and only numeric
 
School External ID
The external ID of the school you want to assign the employee to. The external ID is a district assigned ID and can be found on the school’s general information page. Don’t use this field if you are using “Inst_ID” in your import
 
Inst_ID
The Web ID of the school you want to assign the employee to. The Web ID can be found on the school’s general info page. Don’t use this field if you are using “School External ID” in your import
 
Employee Type Description
The employee type you want to assign to the employee. Must match an employee type in Reference Data
 
Employee Pay Code External ID
Use this to import pay codes to the employee record.
 
Substitute Requirements
Does this employee require a substitute? O = Employee can decide if substitute is required N = Never requires a substitute Y = Always requires a substitute If you leave this field blank for new employees it will default to O
 
Room
Put "Main Office" in this field
 
Email
Employee's email address Example:employee@school.edu
 
Street 1
Employee's street address Example: 501 Trooper Rd.
 
Street 2
Address part 2 Example: Apt 1
 
City
The city in the employee's address
 
State
State code for the address Example: PA or OH
 
Zip
Zip code for the address Example: 19464 or 19464-1245
 
External ID
Miscellaneous data field on the employee’s general info page
 
External ID 2
Miscellaneous data field on the employee’s general info page
 
External ID 3
Miscellaneous data field on the employee’s general info page
 
Start Time
Employee’s start time Example: 7:00 AM or 07:00
 
End Time
Employee’s end time Example: 3:00 PM or 15:00
 
Half Day Break
This would be the end time of a Half Day AM absence Example: 11:00 AM or 11:00
 
Half Day Break 2
This would be the start time of a Half Day PM absence Example: 11:00 AM or 11:00
 
Sub Start Time
Start time for the substitute filling the absence Example: 7:45 AM or 07:45
 
Sub End Time
End time for the substitute filling the absence Example: 3:15 PM or 15:15
 
Sub Half Day Break
This would be the end time of a Half Day AM absence for the sub Example: 11:00 AM or 11:00
 
Sub Half Day Break 2
This would be the start time of a Half Day PM absence for the sub Example: 11:00 AM or 11:00
 
Remove Employee
Put a "Y" in this column to delete the employee from Aesop
 
Active
Put a "Y" in this column to mark the employee as active Put a "N" in this column to mark the employee as inactive Leaving this column blank for new employees will default to Y
 
Can Assign Substitute
Put a "Y" in this column to allow the employee to assign substitutes Put a "N" in this column to not allow the employee to assign
 
Can Cancel Absence
Put a 0 (zero) in this column to not allow the employee to cancel absences Put a 1 in this column to allow the employee to cancel only unfilled absences Put a 2 in this column to allow the employee to cancel both filled and unfilled absences
 
Can Upload Files
Put a "Y" in this column to allow the employee to upload files to absences Put a "N" in this column to not allow the employee to upload files to absences
 
Notes
Notes about the employee that will appear on their general info page. Character limit is 50
 
Accounting Code External ID
External ID of the accounting code you want to assign to the employee
 
Budget Code External ID
External ID of the Budget Code you want to assign to the employee
 
Birth Date
Employee's birth date Example: 5/25/1977 or 05/25/1977
 
Start Date
Employee's employment start date Example: 9/25/2002 or 09/5/2008
 
End Date
Employee’s employment end date Example: 2/10/2009 or 07/15/2007
 
Preferred Substitutes List Permission
Allow the employee to edit their preferred sub list 1 = Do not display list 2 = Display list only 3 = Edit list (basic) 4 = Edit list (adv.) 6 = Edit List (Basic) – No Exclude 7 = Edit List (Adv.) – No Exclude
 
Hours Per Day
Enter the number of hours the employee works per day Example: 8 for eight hours
 
Email Approval Updates
Do you want this employee to receive email updates of approval status? Y for Yes N for No
 
Email When Filled
Do you want this employee to receive email updates when their absence is filled by a substitute? Y for Yes N for No Leaving this field blank will default to Yes for new employees
 
Language Description
Default IVR language the employee hears on the phone. English Spanish French
 
Gender
M for Male F for Female
 
Ethnicity Description
Must match an ethnicity description in Reference Data
 
Skill Code
The Skill Code from Reference Data of the skill you want to assign to the employee
 
Skill Type
What type of skill? MH for Must Have SH for Should Have MNH for Must Not Have
 
Skill Expires
The date you want this skill to expire for the employee Format example: 2/10/2013 or 07/15/2012
 
Remove Skill
Put a Y in this column to remove the skill
 
Absence Reason External ID
The external ID from Reference Data of the absence reason you want to give the employee a balance for
 
Balance
The balance in days or hours (depending on the employee’s settings) of the Absence Reason Example: 3 for 3 days or hours
 
As Of Date
The date you want the balance to begin being calculated Example: 9/1/2010 or 09/01/2010
 
Remove Absence Reason
Put a Y in this column to remove the absence reason
 
Substitute Identifier
The Identifier of the Substitute you want to add to the employee’s preference list
 
Remove Substitute
To remove the substitute from the employee’s preference list put a Y in the column
 
Exclude
To mark the sub as excluded from the employee’s preference list put a Y in this column
 
Visibility Percentage
Set the override visibility percentage for the substitute Example: put 90 for 90 percent
 
Visibility Percentage
Set the override visibility percentage for the substitute Example: put 90 for 90 percent
 
Favorite Rank
Set the favorite five rank for this substitute. You can choose from 1 to 5.