Employee Import Spreadsheets

The employee import spreadsheet helps you import or amend selected employee data on Every HR. If you have not chosen to link Every HR to your site’s MIS, this is the method you will use to import your staff list or add new staff members.

Be aware that making changes in this way may have payroll implications if your school or trust also use the Payroll module on Every HR. If this is the case, please talk to your Every implementation specialist.

The employee import spreadsheet will also allow you to update any employee checks you require for keeping your single central record up do date and feed into the Single Central Records module on Every HR.

How do I download the employee spreadsheet?

You can access the employee import spreadsheet by going to the Employees module, expanding the Details menu and clicking on the Import Employees page. On this page you will be able to download an import spreadsheet by clicking the green ‘Download Import Spreadsheet’ button.

If you already have employee data in your system, the downloaded spreadsheet will be pre-populated with this data.

If this is the first time you are importing employee data, this will download a blank import spreadsheet template for you fill out.

Be aware that you must download a new employee import spreadsheet each time you wish to amend your data on Every HR, you cannot use a spreadsheet you have previously used to make and import employee data or amendments.

What are the mandatory fields that require populating?

Certain fields on the import spreadsheet are mandatory for an employee record to be created from the information provided. If you are populating your employee spreadsheet for the very first time, you will find the following mandatory fields within the ‘Employees’ sheet on Excel:

User ID - This will be the user’s email address. This column is marked in blue as it is used to by Every to identify a user’s record.

National Insurance No. - This is also not a mandatory field, but it is best practice to add the employee’s national insurance number when first adding them to Every. NI numbers should all be 9 characters long.

Title - Use the dropdown list to select a title for the employee.

Forenames - Enter the employees forename or forenames. There is a non-mandatory field for middle names if the employee has a middle name.

Surname - Enter the employee’s surname.

Date of Birth - While this is not a mandatory field, it is good practice to enter a date of birth for all employees when first adding them to Every. This is a free text field and dates must be entered in the following format: DD/MM/YYYY.

If you have set up ‘Departments’ and ‘Job Categories’ within the Admin area for your property on Every HR, then the ‘Roles’ sheet will also appear within your employee import spreadsheet. This sheet also has mandatory fields for information relating to an employee’s job role.

Job Title - Enter a job title for the user. This column is marked in blue as it is used to by Every to identify a user’s role.

Start Date - Enter a start date for the user in this role in the format: DD/MM/YYYY. This column is marked in blue as it is used to by Every to identify the duration of an employee’s service.

Job Category - Use the dropdown options to select a job category for this role from those you have set up in the Admin area on Every HR.

Department - Use the dropdown options to select a department for this role from those you have set up in the Admin area on Every HR.

Reports To (UserID) - Enter the User ID (email address) of the user that this employee reports to in their job role.

Contract/Service Agreement Type - Use the dropdown options to select whether this job role is permanent, fixed term, temporary, casual of a service agrteement with a local authority, agency, or other source.

While these are the mandatory fields you need to fill out to add a record to Every, we recommend that you fill out as much information as early on as you can. Some fields can be populated by the employee themselves once access is granted. To read more about what an employee can populate themselves, please see our 'Updating my personal information' article.

How do I import an employee spreadsheet?

Step One: Uploading an amended spreadsheet

Once you have populated your employee spreadsheet and are ready to import it into Every, you will need to head back to Employees, Details, and Import Employees on the sidebar in Every HR.

Further down this screen you will find a section labelled ‘To Import Your Data’. Within this section is an option to ‘Choose File’. Click this, locate the saved spreadsheet on your computer and upload it.

The spreadsheet name will now show alongside the ‘Choose File’ button. You will notice that you cannot immediately click the ‘Import’ button below. Instead, the next step is to click the green ‘Validate’ button. This instructs Every to scan through the uploaded Excel documents for any errors and inconsistencies.

Step Two: Fixing any validation errors

Clicking the green ‘Validate’ button will scan your uploaded import spreadsheet for any errors. Once this process has been completed, Every will provide you with a note indicating whether the spreadsheet contains any errors. It will also download a new copy of the import spreadsheet. There are three messages the validation process could send your way.

Your data will be marked as one of the following:

Critical Errors: These are marked in red and indicate that this information has failed validation. You will not be able to import your data until all critical errors have been resolved.

Warnings: These are marked in yellow. You can still import data which features yellow fields, but it is recommended that you amend it so it passes validation.

OK: These fields are marked in green and indicate that the data has passed validation.

To identify what cell or cells are creating a critical issue or warning, open the freshly downloaded import spreadsheet and her over the validation cell located in column A. This will provide you with the column and row number where the issue can be found and amended.

Step Three: I have resolved all errors and am ready to import my new or updated data

If you have had to make changes to your original import spreadsheet, then you will need to re-upload and re-validate the latest employee import spreadsheet you have been working from. Once this has passed validation and no further critical errors are showing, you will be able to click the red ‘Import’ button to import the data onto Every HR.