Importing Employees
The employee import process allows users to add new employees and to update or to delete existing ones in bulk, from a csv file.
To import employees, follow the steps given below:
1. Navigate to Set-up > Employees.
2. Select Import Employees (see screenshot below)
3. The "Import Employee" pop out screen will appear. Select your CSV file and select upload.
A sample CSV file containing one employee for import is provided at the end of this document as an attachment.
4. After selecting upload, you will get confirmation that the data has successfully been uploaded and you will see the results of the upload on the Manage Employee view.
If any errors have occurred, they will be listed, along with a list of which columns contain invalid data which caused the file to be rejected. A sample of the error provided for a failed import is shown below.
This import was rejected due to an employee in the file missing a required field, Last Name as indicated in the error column.
Creating a valid CSV file
The fields in the CSV import file are detailed below. The value in the 'action' column drives the import functionality as follows:
- 'Add' – System will add the corresponding record. If a record already exists with the same ‘Employee ID’ value as the record being imported, System will display an error.
- 'Update' – System will find an existing record with the same ‘Employee ID’ value as the record in the import file and replace all values of the record per the values in the record being imported. If no match is found among the existing records in the system, an error message will be displayed.
- 'Delete' – System will look for an existing record with the same ‘Employee ID’ value as the record in the import file and de-activate the record. When an employee is deactivated, all assignments in the Master Schedule that are assigned to this employee will be unassigned. If no matching record is found, an error message will be displayed.
Field | Accepted Values | Description | Required? |
Corporate Employee ID | Numeric | Employee ID in external HR system | Yes |
First name | Alphanumeric | The employee's first name | Yes |
Last name | Alphanumeric | The employee's last name | Yes |
Middle name | Alphanumeric | The employee's middle name | No |
Phone | Alphanumeric | Employee's contact details | No |
Valid email format | Employee's contact details | No | |
Street address | Alphanumeric | Employee's contact details | No |
City | Alphanumeric | Employee's contact details | No |
Zip | Alphanumeric | Employee's contact details | No |
State / Province | Alphanumeric | If provided, format must match USPS Abbreviation for States and Territories or Canada Post Province and Territory Abbreviation formatting. [examples: IL, PR, AB] | No |
| Employee Badge ID | Alphanumeric | The ID used by the employee to login to the Bytecurve Clock | No |
| PIN | Numeric | Personal ID number of the employee to go with the badge ID for login | No |
Job title | Driver Monitor Dispatcher GM Scheduler Mechanic | Please see Employee Job Titles for Bulk Employee Import for a comprehensive list of permitted values. | No |
Exempt | Yes / No | One of the two listed values [Yes/No] | No |
DOT | Yes / No | DOT testing required [Yes/No] | No |
Hire date | MM-DD-YYYY | Dates of importance that can be tracked. | No |
Termination date | MM-DD-YYYY | Dates of importance that can be tracked. | No |
Rehire date | MM-DD-YYYY | Dates of importance that can be tracked. | No |
Seniority date | MM-DD-YYYY | Dates of importance that can be tracked. | No |
Pay group | Alphanumeric | Required for ADP pay-file | Yes |
File No | Alphanumeric | Required for ADP pay-file | Yes |
Status | Active / Inactive | Active or Inactive | Yes |
Source system
| Alphanumeric | A free text field describing the source of the imported data, such as the name of the HRIS system that generated the data. | No |
Action | Add Delete | Define the import functionality | Yes |
Attached below is a sample CSV template containing one employee which can be used as an example for creating bulk import files for importing multiple employees into the system at one time. Feel free to use this template when getting started.