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Trakstar Guide to HRIS Import

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Contents

Introduction 3 Steps to Import 4-11 Spreadsheet Field Rules 12 Groups and Group Types 13 Spreadsheet Errors 14-15

Introduction

Trakstar’s HRIS Import feature allows administrators to import Trakstar data with a

spreadsheet exported from another HRIS system or with a spreadsheet of your own. It is a

useful tool to make bulk changes to your employees.

You can accomplish 3 main actions with an HRIS Import:

1. Add users 2. Update current user data 3. Terminate users

An import is done using a .CSV or .XLS file containing your employee information.

Documents in Excel, Numbers or any other spreadsheet program can be easily saved in

a .CSV or .XLS format. To begin, you’ll need either an export of your employee data from

your HRIS system or you can export from Trakstar and make the necessary changes to

your spreadsheet. We’ll start with exporting existing employee data from Trakstar but you

may skip this step and export from your own HRIS system.

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Step 1: Export Employee Data

Export from Trakstar:

Log in as Administrator and select Settings Click HRIS Sync from the drop down menu Click “Export Employees” from the HRIS Sync page

NOTE: If the HRIS Sync option is not available in the Settings tab, your organization may not opt into this feature. To discuss adding this to your Trakstar site, please contact us at hello@trakstar.com.

Export from your organization’s HRIS system:

This step will vary depending on which HRIS system your organization uses. However, include the following employee fields when exporting if possible:

• Employee Number (Required to sync with Trakstar) • Employee’s Manager • Position Name

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Step #2: Configure the Spreadsheet

Add Users:

Add users by inserting new rows with necessary employee data. The following columns are required fields for new users:

• Employee Number • First Name • Last Name • Email Address • Login ID • Password

Edit User Data:

Make necessary changes to employee data fields including changes in manager, position, next appraisal date, process, etc.

Terminate Users:

Remove the row with that employee’s information. Later, we’ll ask if you want to “Terminate users not included in the spreadsheet” and those that have been removed will be terminated.

For more information on preparing your spreadsheet, see page 12 on “Spreadsheet Feld Rules”.

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• Manager Employee Number • Position Name • Date of Hire • Next Appraisal Date • Appraisal Process

Step #3: Save and Upload File

Save your spreadsheet file as a .CSV or .XLS to your computer.

Navigate to the HRIS Sync page in Trakstar (under the Settings tab) and choose whether you’d like to “Terminate employees not included in the spreadsheet” by checking the box on this page.

Upload the file by clicking “Choose a Spreadsheet” on the HRIS Sync page in Trakstar.

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Step #4: Adjust Spreadsheet Errors

Once you’ve uploaded your spreadsheet, Trakstar will work on validating the information you’d like to import. If there are errors in the spreadsheet data, Trakstar will give you the following message:

In addition, Trakstar will provide you with the row number from your spreadsheet that the error is located and a short explanation of what type of error was found.

For more information on spreadsheet errors, see pages 14-15 on “Common Spreadsheet Errors and Solutions”.

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Once you’ve adjusted your Spreadsheet errors and re-saved your spreadsheet, navigate to the HRIS Sync page in Trakstar and select “Choose a Spreadsheet” again to upload your newly saved document.

NOTE: Remember to check the box for “Terminate employees” again if you’d like Trakstar to terminate users that are not in the spreadsheet.

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Step #5: Accept and Apply Changes

If your spreadsheet contains no errors after uploading, you are ready to get started applying changes to the areas in which your spreadsheet contained different information than what is currently in your Trakstar site.

Before moving forward with accepting and applying your spreadsheet changes, you might consider checking the box to “Disable Emails”. This will temporarily disable Trakstar emails so your staff will not be notified of any of the large number of changes you might be making.

Terminate Employees:

The first thing you might be asked to do is review the list of employees to terminate. If the list looks correct, click “Terminate Employees”. If there are errors in the list, adjust your spreadsheet by adding the employee(s) back in and re-upload.

If the box for “Terminate employees not in the uploaded spreadsheet” was not clicked prior to uploading the spreadsheet, this step will be skipped.

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New Positions:

Trakstar will present you a list of any new positions found in the spreadsheet that are were not currently in your list of Positions in Trakstar. You can opt to:

“Map this name to an existing position” : You will be asked which position from your existing list should be used in place of the new position name in your spreadsheet. The employee will be given the existing position name and the elements on that position will be what the employee is reviewed on.

“Create a new position with this name” : Trakstar will add this position to your list. It will be a blank position in the Positions tab until you add elements to the form.

“Create a new position by copying an existing position” : The new position name will be created and you will be asked which position from the existing list should have its appraisal elements copied to the new position. This way, the employee will have the new position name but it will already be complete with appraisal elements.

Make your selections for each new position and click “Apply position changes” :

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Add Employees:

Review the list of employees to add. If the list looks correct, click “Create Employees”. If there are errors in the list, adjust your spreadsheet by adding the employee(s) and re-upload.

Update Existing Employee Data:

For Manager changes, choose whether to leave the current appraisal with the existing manager, re-assign the appraisal to the new manager, or cancel (delete) the current appraisal and give the employee a new one with the new manager.

For Position changes, choose whether to leave the current appraisal for that employee with the existing position or cancel (delete) the current appraisal and give the employee a new appraisal with the new position form.

Once selections have been made, click “Update Employees”:

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Spreadsheet Field Rules

All columns outlined below are required fields for new employees. Column titles should match these exactly in order for Trakstar to put the information in the correct place.

1. Employee Number • Must be unique to each employee • No minimum character requirement, can include letters

2. First Name 3. Last Name 4. Email Address

• Not required if the employee is not to receive automated email notifications 5. Login ID

• Must be unique to each employee 6. Password

• Required for new employees, cannot be blank • Must be 4 characters • For existing employees who you do not wish to change their password, input

“DNE” (for “Do Not Edit”) 7. Manager Employee Number

• Required if the employee has a manager • This column must match the employee number of this employee’s manager • Cannot result in a circular manage hierarchy (Example: Employee A cannot

manage Employee B if Employee B also manages Employee A) • Employees cannot manage themselves

8. Position Name 9. Hire Date 10. Next Appraisal Date

• Refers to the Due Date of their next appraisal 11. Process (Examples: Annual, Semi-Annual, etc.)

• Must match an existing Process already named in Trakstar

If you have additional columns of information you'd like to track in Trakstar, see “Groups and Group Types” on page 13.

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Groups and Group Types

Groups are essentially custom fields in Trakstar and are a great way to include additional employee information that you can use to run custom reports and organize your staff. Most often, groups are used for fields like Department, Location, Business Unit, etc. You can add Group Types with additional columns in your spreadsheet.

Group Type = Spreadsheet column header and the title of the information you’ll be tracking

Group = The different options within a Group Type

IMPORTANT: Group Types must be added manually in your Trakstar system prior to sync. You’ll find them under Settings > Groups. Use the blue plus sign on the left.

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Group Type

Groups

Common Spreadsheet Errors & Solutions

If there are errors in the data in your spreadsheet, Trakstar will not import the data that was uploaded. The following page shows possible error messages you might receive after a spreadsheet upload as well as instructions on how to resolve the error in your spreadsheet. Remember, if you get an error message the data in your spreadsheet will need to be updated (or a Trakstar setting will need to be changed) and the spreadsheet will need to be uploaded again to Trakstar to continue.

Trakstar errors in HRIS Import might look like this:

1. The row from the spreadsheet wherein the error was found will be on the left 2. The column from the spreadsheet wherein the error was found will be highlighted in

red 3. The explanation of why the data cannot be uploaded

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Common Spreadsheet Errors & Solutions

Error Solution

Column not recognized A) Remove the Column from your spreadsheet B) Update the Column name to match an

existing field in Trakstar C) Add the column name as a Group Type under

Settings > Groups

Manager causes circular hierarchy A) Locate the highest ranking employee in the employee list and delete the Manager Employee Number in their row so they have no manager

B) Resolve the error in the circular relationship by editing the Manager Employee Number for at least one employee in the circular relationship

Username has already been taken Usernames must be unique to each employee. Change the login ID in your spreadsheet for one of the employee listed in the error

Cannot find Manager Employee Number A) Edit this employee’s Manager Employee Number column to match the employee number of another user in the spreadsheet

B) Add this employee’s manager to your spreadsheet with a matching Employee Number

Process not found A) Add the Process title to your Processes tab B) Change this employee’s Process in the

spreadsheet to match a Process that already exists in your Trakstar site

Password cannot be blank A) For existing employees, input “DNE” for “Do Not Edit” in the password column

B) For new employees, input a password that is at least 4 characters in length

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