In this article, we show you how to use the Tātou Office Bulk Import feature to quickly create new employees. This handy feature will save you a lot of time setting up, so you can get on to doing what you do best—read on to find out how.
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A list of the spreadsheet fields and what they mean can be found below:
Field Name | Purpose | Example |
|---|---|---|
status | Whether the employee will be active (available for work) or inactive (hidden from the default employee list and not assignable to jobs.) | active |
staff_id (required) | A unique identifier for the employee. | BI2020 |
first_name (required) | The first name of the employee. | Benji |
last_name (required) | The last name of the employee. | Iosefo |
email (required if employee requires access to Tātou Office) | The employee’s email address—this is required if the employee requires access to Tātou Office. | b.iosefo@example.com |
job_title | The employee’s job title. | Crew member |
primary_role (required) | The primary role which this employee will take on. If this role doesn’t exist, a new one will be created. | Crew member |
additional_roles | Any additional roles this employee may take on. Do not include the primary role in this column. | Machinery |
default_tag | The employee’s tag number, if using Tag & Track. Must be a number between 0000 and 9999. Leading zeroes will be automatically populated if missing. | 0058 |
start_date (required) | The start date of their employment. Must be in the format YYYY-MM-DD. | 2020-09-20 |
contract_type | The type of contract the employee has; must be one of the following:
| Fixed |
season | The season during which the employee will work; must be one of the following:
| Summer |
recruitment_type | How the employee was recruited; must be one of the following. New Zealand recruitment types:
Australia recruitment types:
| Working Holiday Visa (New Zealand) Working Holiday Maker (Australian) |
joint_atr | The company with which this RSE or PALM employee has a joint ATR (Agreement to Recruit). | Acme Contracting Ltd |
passport_nationality (required) | The nationality of the employee, as displayed in their passport. | Samoa |
birth_date | The date of birth for the employee—this is required if the employee is under 20 years old. Must be in the format YYYY-MM-DD. | 1989-05-02 |
hourly_rate | The hourly rate of the employee—if this is provided, it must be equal to or more than the current minimum wage for the country which the organisation is based in. You do not need to include the currency, this is automatically determined based on your organisation’s region settings. | 22.45 |
hourly_rate_effective_date | The date from which the employee’s hourly rate is effective from—use this if you are changing the employee’s hourly rate. This date must be the current day or a future date. Must be in the format YYYY-MM-DD. | 2021-01-15 |
topup_to_hourly_rate | Whether to use the Employee’s personal hourly rate as the top-up threshold. If FALSE, the Organisation minimum hourly rate will be used. | TRUE |
agreed_hours | Number of agreed hours per pay period | 40 |
topup_to_agreed_hours | Whether to top-up the pay period’s hours worked. This ensures the Employee will be paid for their agreed hours as a minimum. | TRUE |
topup_to_agreed_hours_costing_code | Costing code to apply to any agreed hours top-up earnings during Payroll reporting. | Agreed_Hours |
minimum_earnings | Minimum total earnings the employee should earn per week. When below this threshold, the employee will earn a “Minimum Earnings Top-up” of the difference. | 800 |
permission_group | The user permissions group which this employee will need—this determines which apps the employee has access to, and what they can see and/or make changes to. | Crew member |
groups | Comma-separated list of Groups this Employee belongs to. Groups will be created if they do not already exist. | Vanuatu A,Second year |
send_activation_instructions | Whether or not this employee is sent activation instructions for their Tātou account. Enter TRUE to send instructions, or FALSE to skip this. | TRUE |
division | The name of the division to add the employee to. If it doesn’t exist, it will be created. | South Island |
subdivision | The name of the subdivision to add the employee to. If it doesn’t exist, it will be created. | Marlborough |
division_private | Whether this record should be hidden from lower divisions. Defaults to | TRUE |
| Note |
|---|
If you are using the Bulk Import feature to update existing employees, make sure that the |
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