Introduction
Imports are a way for you to add multiple employees into the Empeon Workforce system all at the same time. In addition to adding new employees, you can also use imports to update information that is on file for existing employees. This functionality is especially helpful to ensure that employee records match across all companies that fall within your organization.
While there are other methods to add employees to the system, imports offer the only way to handle multiple employees at once. This article will outline how import employees into Empeon Workforce and what to consider when configuring your import file.
Import Configuration
Configuring your import within Empeon Workforce is a process that involves mapping the fields of information that the system is collecting with their corresponding columns on the CSV file that is being imported. Before any import can occur, you will need to make sure that the import is configured correctly within the system.
There are two approaches to configuring imports– it all depends on whether you have an import file already created or not. If the import file is already created, you can configure the import to match the columns that are listed on the CSV file. If the import file is not yet created, you can configure the import within the system to include all fields of information that you are collecting, and then download a blank CSV file with those appropriate fields.
Please note that when importing employees, the system will only accept CSV files.
1. To configure your import, navigate to the Company tab.
2. From the lefthand menu, select Customize.
3. Then select the Employee Import Card.
Within the system already is a Default import that has been configured to include all possible fields of information that can be entered on an employee's record. This import cannot be edited or deleted. You also have the ability to create and customize additional imports as well. The configuration of additional imports can depend on various factors such as the type of employees that are being imported, the available information that you have on those employees, and whether you have an import file already created or not. To configure a new import template, select the blue button labeled "+ New Configuration".
A window will pop up that will prompt you to enter the following information:
- Name - Provide a name for this import. It is recommended that the name represents how the import will be used.
- Description - Provide a description to add any additional information regarding the import and how it will be used.
- File will contain column headers - Indicate whether or not the CSV file will contain column headers in the first row of the file. In other words, does Row 1 list the headers of employee information, or does it contain the actual information of an employee that you are importing? If your import file contains headers in Row 1, select this option, and the system will skip the first row of the file when importing your employees.
- What will this Import Configuration be used for? - Specify whether the employees being import only new hires, only edits to existing employees, or a combination of new hires and employee edits.
- Will your Import File include Employee ID's? - If you selected that the purpose of the import will be used for "New hires", then you will then be prompted to specify whether the import file will list the assigned employee ID or if you would like the system to generate and assign ID's automatically.
Click the blue button labeled "Next" once you have completed each field to move onto mapping the import.
The next screen is where you will map the fields of information being imported into the system, with its respective column on the CSV import file. Mapping the columns will all depend on whether you have an import file already created or not. If you have an import file already created, you will want to map the columns according to where they are located on the existing file. If you haven't created an import file yet, you can configure the import to map the fields of information you wish to collect and have imported. Once the import is configured, you can then download a blank CSV import file from the system that will have pre-populated mapped fields for you to begin filling out.
There are several fields that can be mapped, however your import must minimally include the following fields of information:
- First Name
- Last Name
- Social Security Number (SSN)
- Address (Address1)
- City
- State
- Zip
- Hire Date
- Federal Filing Status
- State Filing Status
- State Filing Exemption
These are the "Required" fields that need to be entered for each employee that you are importing. If just one of these fields is missing information on the import file, it can prevent the employee from being imported.
Please note that the employee's email address is not a required field. It is an additional field that can be added to the import. This is important to be aware of because if there is an email address imported for the employee, then an invitation to register their ESS Account will automatically be sent once the import is complete. If the employee's email address is not included on the import, you will need to track down the employee's email after the import has been completed and enter it on their employee profile. Then once the email address has been entered, you will then need to manually invite them to register their ESS Account.
Here is an example of an import file:
Here is how it was mapped within the system:
Once all columns are mapped, click the blue button labeled "Save" to finish configuring your import.
Importing Employees
Now that the import is configured within the system, you can now use it to import your employees. You will want to review your import file to ensure that all "Required" fields are completed for the employees that you are importing. Missing information in these fields can prevent the employee from being imported. If you included additional fields of information on the import file, you will also want to make sure those fields are completed too, however missing information in these fields will still allow the employee to be imported.
1. To begin your import, navigate to the People tab.
2. From the lefthand menu, select Employees.
3. Then select the button labeled: "Import Employees". Please note that next to this button is a dropdown that will allow you to "Customize Import". This will take you back to the Import Configuration screen, should you need to configure or reconfigure any import templates.
A window will pop up that will prompt you to apply your Import Configuration and upload your Import File.
Once you have selected the Import Configuration, you have the option to "Download CSV". This will initiate a download of a blank import file containing the mapped columns for you to input information. This can be a helpful option if you don't already have an import file created.
Once you have an Import File ready for upload, you may drop and drag the file into the grid, or click "Select file' to upload the file from your computer files. Once you have your import file uploaded and it says "Ready to import", click the blue button labeled "Preview".
Import Preview
After uploading your CSV import file, you will be directed to a 'Preview' screen. Here, you can review the imported employees and identify any errors associated with their information.
Errors will arise when there is missing information for any of the "Required" fields that were on the import. Errors will not flag when there is missing information for any of the additional fields that well added.
When an error occurs, you can fix it directly on the screen by entering the necessary information into the flagged field. Once you've completed the field on this screen, simply click the "Validate" button to resolve the error. If you do not have the information on hand to complete the field, you also have the option to click the red button labeled "Ignore and proceed". This will leave the employee off the import and only import the employees that do not have errors.
One you rectify any errors that were flagged, click the green button labeled "Import records". From there you will get a confirmation screen asking you to confirm your company code to authorize the import. After entering your company code, click the green button labeled "Import" to complete the import process and have the employees added to the system.
Create ESS Account
After your employees have been imported, if the employee was added with an email address entered, the employee will automatically receive an invitation sent to their email to register their ESS Account.
However, if no email was entered when adding the employee, you will need to track down the employee's email and enter it on their employee profile before an invitation can be sent. Once you obtain the email address from the employee and enter it on their employee profile, you will then need to manually invite them to register their ESS Account.
To do this once you have the email address entered on the employee's profile, navigate back to the "People" tab where you can see the list of your employees. On this screen, locate the employee or search for them in the search box. Then click the three-dot menu and select Create/ReCreate ESS account.
You will then be prompted with a confirmation screen before sending the invite. Click "OK" to send the invite.