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CSV Upload Guide

Please note that only users with the HR Manager and Administrator role have access to the CSV Upload page. Screenshots are taken from an Appogee HR install, but the same actions apply for Appogee Leave. Where the products differ this is specified.


  1. When to use the CSV?
  2. Template CSV file
  3. How to complete the CSV
  4. Saving the CSV file
  5. Uploading the CSV


When to use the CSV?


  • Adding new users - The CSV upload allows you to upload new users, in bulk, into Appogee HR/Appogee Leave. The CSV can also be used to upload Profile information for each of the users, making for a quick roll out when you have all the employee information to hand. New Teams can also be created from the CSV import.


  • Making changes in bulk - The CSV can also be used to make changes to employees to who already exist in the system. You can change Employees Teams, Leave Profiles or Appogee HR Profile information in bulk by using the upload.


Template CSV file


For Appogee HR the template CSV file will download with an exact match to the Configuration you have set up for your Profile Fields. Please ensure you have finished configuring before you use the CSV upload to populate Employee Profile information.


  • Downloading the CSV template:


Click on Add Employee > Import from CSV




Click here to download the template, please note you will need to save the file in UTF-8 format.  (See instructions further down for information on saving UTF-8 in common editors)



  • Understanding the CSV template


When the CSV template is open in a spreadsheet of your choice, you will see the below. (Profile fields are dependant on your configuration)


Please note, there are two header rows, these should not be edited or removed as this will result in errors when you upload the CSV back into Appogee HR/Appogee Leave


How to complete the CSV


The CSV template will include all columns for basic information to add an Employee as well as all Appogee HR Fields configured in your Employee Profile. 


  • Mandatory Fields



These fields must always be completed, whether you are adding a new employee or making changes to one that exists:


Email: Email address of new Employee you wish to add to Appogee HR/Appogee Leave or email address of the Employee you wish to amend information for.

First Name: First Name of new Employee you wish to add to Appogee HR/Appogee Leave or First Name of the Employee you wish to amend information for.

Last Name: Last Name of new Employee you wish to add to Appogee HR/Appogee Leave or Last Name of the Employee you wish to amend information for.

Job Status: Job Status of the Employee. This should be "Joining" or "Active", "Former"

Team Name: The exact Team Name you wish to add the Employee to, or the Team you are changing the Employee to. If this is a new Team, not set up in Appogee HR/Appogee Leave, this can be created here but you will need to ensure you fill in additional fields Primary Manager Email and Active Leave Years. Optionally, you can also fill in HR Manager Email and Parent Team.

Leave Profile: Specify which Leave Profile you want to add the Employee to, or the Leave Profile you are moving the Employee to. You are not able to add new Leave Profiles from the CSV 




  • Setting Employee start and end dates 


You can choose to complete these fields in the CSV or update them later on from within Appogee HR/Appogee Leave


Leave Start Date Field: This field determines which of the following 3 date fields you wish to use as when the Employee's Leave should be calculated from. If you want to use the "Job Start Date", you would need to enter the text from the second row, ie "start_date". This allows the upload to tell us which to use for the Employee's Leave start.

Continuous Start Date: This field should use the date the employee started the business. This field needs to be configured as YYYY-MM-DD, for example 2015-01-15.

Job Start Date: The solution allows you to store a second date for when the Employee started the current job they are doing. This may or may not be different to the "Continuous Start Date". This field needs to be configured as YYYY-MM-DD, for example 2015-01-15.

Leave Start Date Custom: If for any reason you do not wish to start the Employee's Leave from the "Continuous Start Date" or the "Job Start Date" you can set a custom date for this. This field needs to be configured as YYYY-MM-DD, for example 2015-01-15.

Job End Date: The CSV allows you to set an end date for an Employee. 


  • Optional Payroll No and Job Title


You can choose to complete these fields in the CSV or update them later on from within Appogee HR/Appogee Leave


Payroll No: Enter an Employee Payroll Number or any other Employee Reference number you may have (optional)

Job Title: Use this field to add the Employees Job Title when adding them or to change at a later date using the CSV



  • Team Fields



If you are adding new Teams from the CSV, you will also need to complete these fields


Parent Team Name: Specify which Team the new Team you are adding should sit under. This will ensure the Org Chart is correct. The Parent Team must already exist in Appogee HR/Appogee Leave for this to work. (This is an optional field when adding a new Team.)

Primary Manager Email: You must set a Primary Manager when adding a new team. This will be the Manager who is responsible for approving Leave Requests for people in this Team. You can create different levels and approvers from within Appogee HR/Appogee Leave.

HR Manager Email: Optionally, you can add a HR Manager from the CSV import. You can also do this later on from within Appogee HR/Appogee Leave.

Active Leave Years: The current Leave year must be added here. In addition you can add other years you want the Employee's of the Team to be able to view/make requests for. Multiple Leave years must be adding in the following format. YYYY,YYYY,YYYY ie. 2017,2018,2019


  • Additional Fields


The other fields in the CSV are dependant on if you are using Appogee HR or Appogee Leave only. Here are a few tips for completing the rest of the CSV:


All Date Fields: All date fields must be configured in the following format - YYYY-MM-DD, for example 2015-01-15.

Drop Down Fields: Where possible, ensure you add a value you have already configured. If you wish to add a new value, this is possible from the CSV and you will need to check your upload options to ensure this is added.



Saving the CSV file


After collecting the data into the CSV file, you must save it as a UTF-8 CSV file. The following are ways you can do this with some common spreadsheet applications (please note that this is not an exhaustive list, please refer to the documentation for the relevant application and version you are using if these do not work for you).


Application 
Steps
MS Excel

  1. Open the *.xlsx file from MS Excel
  2. Click menu > Save As (Other Formats)
  3. Enter a name for the file and choose "Unicode Text (*.csv)" for "Save as type :"
  4. Click Save
Notepad

Click on File
  1. Choose Save As
  2. Save as type: select All Files
  3. File name: enter a file name & add the .csv extension to it
  4. Encoding: select UTF-8
  5. Click on Save
Google Docs/Sheets

  1. Go to File --> Download As
  2. Select Comma-separated values (.csv, current sheet)
Open Office

  1. Open your file (if you have an option, open it as a UTF-8 File)
  2. File -> Save As...
  3. File Type -> Choose Text CSV
  4. Character Set -> Choose "Unicode (UTF-8)"
  5. Field delimiter -> , (comma)
Numbers (Mac)
  1. Click on File
  2. Hover over Export
  3. In the submenu that appears, choose CSV
  4. Click on Advanced Options to show the Text Encoding dropdown
  5. Select Unicode (UTF-8) from the dropdown menu
  6. Click Next
  7. Click Save



Uploading the CSV


Use the "Browse" Option to find the completed CSV. Before clicking "Upload and Import" ensure you check the Options outlined below.



  • Options


There are several options that will allow you to make bulk changes to existing and new data or employees. Make your selections carefully:


Allow Login to Appogee HR?: Selecting this will allow the Employees to log in to Appogee HR and access fields based on your access configuration. This could send verification emails to these users. You can change access at a later date from within Appogee HR. (valid for Appogee HR only)

Allow Log in to Appogee Leave?: Selecting this will allow the Employees to access the Appogee Leave functionality and enable them to book leave, view allowances and more. This could send verification emails to these users. You can change access at a later date from within Appogee HR.

Send Welcome Email? Choose to send any new Employee's a welcome email. This will contain information on logging in. You can send this at a later date from within Appogee HR.

Overwrite with blanks? By choosing this option you are confirming that you would like to overwrite any information currently in Appogee HR with any fields you have left blank on the CSV. (valid for Appogee HR only)

Automatically create keywords? If you have configured Keywords for your Employee Profile dropdown boxes, clicking this will mean that if you have added any new words (not configured) they will add to the dropdown list. If you have new words in the CSV and do not select this option, the CSV import will fail. (valid for Appogee HR only)

Overwrite List Values? The option will overwrite list values such as Telephone numbers and Assests if they differ in the CSV,.If you have new values in the CSV and do not tick this option, the CSV will fail. (valid for Appogee HR only)



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