PeopleMatter: Administrators: Add Employees using the Bulk Upload Template

Please note: You should reach out to your Fourth contact or our support team to carry out this action.

Overview

The Team Member PeopleMatter CSV Template can be used to bulk upload current employees into PeopleMatter.  This is typically done in the following instances:

• You want to add Administrative Users, such as Human Resources Staff or Managers, or
• You want to add current employees. (There are considerations to this process; contact a PeopleMatter Representative for more information.)

To upload the completed CSV Template for Team Members

• To access Team Members at any time, go to
  • Settings > Select your organization > Company Settings/Team Members. You may see Team Members as Employees, Staff Members, or Associates

Fig.1 - Selecting Team Members

•  Select Add New > Bulk Upload

Fig.2 - Accessing the Bulk Upload option

• On the right, a file upload item will appear
  To prepare your file please see What to add to the Bulk Upload Template
• Select Browse to locate the file on your computer > Take the steps to add the file
• Select Upload

Fig.3 - Uploading the file

PeopleMatter will notify you if the important was Successful or Unsuccessful. If Unsuccessful, follow the prompts to review the errors and make necessary modifications or reach out to your Fourth contact or our support team to carry out this action.

What to add to the Bulk Upload Template

The PeopleMatter CSV Template is a .csv file that includes pre-formatted columns that can be used to enter employee information. Some of the columns are mandatory and some of them are optional. The following are required:

• Primary Role
• LocationID
• FirstName
• LastName
• Email
• JobTitle
• HireDate
• PartTime/FullTime

The import will fail if any of these fields are not included. The rest of the fields are optional and can be populated if you have, and want to, include the information. 

The fields are case sensitive as well. So, for example, a location titled "Home Operations" will fail if it is entered on the .csv file as "HomeOperations" or any other variation. 

The following fields are included in the .csv file:

• PrimaryRole (required) - Specifies how a person uses PeopleMatter. In this field, you can enter ONE of the following roles:
  • • Financial Admin – responsible for purchasing PeopleMatter
    • Primary Admin – responsible for configuring PeopleMatter
    • Business Admin – responsible for monitoring the successful operation of multiple business units
    • Business Unit Admin – responsible typically for one business unit (with the option to monitor hiring at additional units)
    • Payroll Admin – responsible for sending payroll files to the PeopleMatter tax credit processing center
    • Human Resources Manager – responsible for ensuring that employee paperwork and documentation is completed in 
    • a timely manner.
    • Schedule Admin – responsible for managing the SCHEDULE functional area for assigned locations without having access
    • to Employee's pay information, overall cost details, or LEARN and HIRE modules.
    • Learn Admin – responsible for managing content in the LEARN functional area.
    • Custom Store Manager – responsible for one or more business units. This role can be configured to have certain functionality turned off/on.
    • Employee - If the person does not perform any administrative duties in PeopleMatter (for example, hiring people, managing their learning, scheduling, or assessing performance) specify Employee for this value.
    • *Note that by default, anyone you upload (either in bulk or through manual entry) into PeopleMatter is considered an employee in addition to the primary role you specify above.
       
• LocationID (required) - This is the work location / unit number associated with the person you are uploading. Acceptable values in this field include the locations you created in the Settings area under Company. Keep in mind Location ID is the same as Unit /Store ID.
   
• FirstName (required) - Provide the first name of the person you are uploading.
   
• LastName (required) - Provide the last name of the person you are uploading.
   
• Email (required) - Provide an email address for the person you are uploading. Please enter emails accurately as this address is used to communicate to a person that he has been added to PeopleMatter and can access it to complete important job tasks.
   
• HomePhone (optional) - Provide the home/primary telephone number of the person you are uploading.
   
• MobilePhone (optional) - Provide the mobile/secondary telephone number of the person you are uploading.
   
• JobTitle (required) - Provide a job title for the person you are uploading. Note that only values of jobs existing in PeopleMatter are considered valid in this field. Providing a value not entered in the Settings, Company, Jobs area will produce an error upon processing the .csv file.
   
• HireDate (required) - Provide the hire date of the person you are uploading. Please use the following format: mm/dd/yyyy. 
   
• PayRate (optional) - Provide the pay rate of the person you are uploading.
   
• PayRateEffectiveDate (optional) - Provide the pay rate effective date of the person you are uploading. Please use the following format: mm/dd/yyyy. 
   
• SSN (optional) - Provide the Social Security Number of the person you are uploading. Please provide one of the following two formats: 123-45-6789 or 123456789.
   
• DateOfBirth (optional) - Provide the Date of Birth of the person you are uploading. Please use the following format: mm/dd/yyyy.
   
• PartTime/FullTime (required) - Provide the PartTime/FullTime Status of the person you are uploading. Valid options are: FullTime or PartTime.
   
• EmployeeID (optional) - Provide the Employee Id of the person you are uploading. *Note: Employee IDs are case sensitive and limited to 50 characters (i.e. A123 is considered a different Employee Id than a123). 
   
• SeparationEffectiveDate (optional) - If the employee has been separated, then provide the separation effective date. Please use the following format: mm/dd/yyyy. 
   
• EligibleforRehire (optional) - If the employee has been separated, then indicate if the person is eligible for rehire or not. This field is required if a separation effective date is included for the employee. Valid options are: Y or N. 
   
• OvertimeThreshold (optional) - Track if the person you are uploading should be monitored for Overtime Threshold. Valid options are: Y or N. 
   
• ACAThreshold (optional) - Track if the person you are uploading should be monitored for ACA Threshold. Valid options are: Y or N. 
   
• PointofSaleEmployeeID (optional) - Provide the Point of Sale Employee Id of the person you are uploading. *Note: Point of Sale Employee Ids are case sensitive and limited to 100 characters (i.e. A123 is considered a different Point of Sale Employee Id than a123). 

Notes:

• All fields must include at least one value except where marked as optional.
• More than one row with the same FirstName, LastName, and Email is flagged as a duplicate.
• While the same person may hold multiple positions within your organization, the .csv file currently accommodates uploading one job title per person. Once they are uploaded you can go to their employee record and add positions as necessary.
• While the same person may play several roles within your organization, the .csv file currently accommodates uploading one role per person through the bulk process. Additional roles can be assigned in the Manage Employees area of your company settings.