V2 - Employee Import

Within Chronicle, you have the functionality available to import employees into your environment, this import tool also allows you to update employee information.

This can be a great tool for importing/creating/updating employees in bulk. An example of this could be updating employees' hourly rates in the event of a minimum wage change.

If enabled, the employee import can be located within the 'Import' drop-down on the left-hand side of the home screen menu items and then 'Employee Import'.

Using the Employee Import

Upon accessing this page, you'll see an option to download a sample import file as a .xls - This is what you'll use to import your information.

The following data can be imported -

Payroll No Forename Surname Badge Id Badge Id 2 Title Date of Birth (DD/MM/YYYY) Gender (M/F) Address 1 Address 2 Address 3 Address 4 Postcode Mobile 1 Mobile 2 Home Number Email 1 Email 2 Manager Next of Kin Next of Kin Contact No

National Insurance No Job Title Roster Cost Centre Activity Terminal Group GT/IT Terminal Group Hourly Rate (0.00) Daily Rate (0.00) Monthly Rate (0.00) Annual Rate (0.00) First Aider (Y/N) Fire Marshall (Y/N) Supervisor (Y/N) Join Date (DD/MM/YYYY) Leaving Date (DD/MM/YYYY) Reason for Leaving Nationality Ethnicity  Religion Custom 1

Custom 2 Custom 3 Custom 4 Custom 5 Custom 6 Custom 7 Custom 8 Custom 9 Custom 10 Notes Holiday in Hours (Y/N) Holiday Entitlement (0.00) Holiday Carried Over (0.00) Bank Name Bank Account Name Bank Account Number Bank Account Sort Code Pay Category Pay Frequency

With the sample file downloaded and the relevant information entered for the employee(s), follow the steps below to action the import: 

1. Complete all relevant fields - do not include commas within data as these are used to separate fields.
2. Save file in CSV format.
3. Return to 'Employee Import' section on Chronicle and click 'Import' and select CSV file from your documents.

4. If successful, you'll receive a message confirming the data was imported successfully.

   

   1. If any errors occur, you'll receive a message "Employee Imported but with errors". In this case, even rows without errors will not be imported.

      

   2. Scroll all the way to the right-hand side of the table and locate the reasons for these errors within the 'Errors' column.
   3. Adjust any data which may be causing the errors, save as .CSV and re-import.

If the Payroll No, Forename & Surname match what exists in Chronicle already, their information will be updated as a result. 

If this does not exist in Chronicle already, it will generate a new employee record using the details from the import.