Employee Bulk Import: Targeted Updates

For day-to-day bulk changes, we recommend using Bulk Edit. For more specific use cases you can customise the Employee Bulk Import spreadsheet for more targeted bulk updates.

This is a powerful tool that can irreversibly change your employee records. With great power comes great responsibility. If you would like to review this process with one of our team before continuing, please email support@tatou.app.

Before Starting

To ensure Targeted Updates will work for you, please consider;

• Are you updating existing Employees, creating new Employees, or both?

This type of upload should not be used for creation of NEW Employees. Please refer to the standard Employee Bulk Import for instructions on adding Employees.

• Is the information you’d like to update available for Bulk Edit? The Bulk Edit process can be simpler, especially if you only want to update one item across multiple employees.

• If multiple people need to be updated, how can these people be identified? (e.g. Groups, recruitment type, etc.)

How Targeted Updates Work

Targeted Updates use selected column headers from the Employee Export/Employee Bulk Import Template to create a more focused Employee Bulk Update file.

Don't forget to click the toggle to UPDATE EXISTING ROWS when importing data or this method will not work.

If information updated changes Employee information used in the Tātou Field App (e.g. Status, Roles, Permissions, etc.) Don’t forget to have Field App users RELOAD DATA.

Getting Started

Users should start by downloading the Employee Export. This ensures the most up to date Employee information is available, the column headers are correct for import, and can provide some basic examples of values used previously. From the Employee Export users can delete columns of fields that they do not wish to change or update, leaving users with a reduced data set to import.

Deleting columns only works for Employee Bulk Import files. Deleting columns in any other Bulk Import Template will delete values from the deleted columns upon upload.

Employee Staff ID

This is Tātou’s ultimate reference when updating employee information, so this value must remain unchanged when updating Employee Information using the bulk import tool.

This is the only REQUIRED column, when bulk updating employee information with a targeted import file, however it is often useful to have:

• status

• first_name

• last_name

• groups

• recruitment type

Paired Column Values

When the Employee Bulk Import file is uploaded, Tātou uses the column headers to ensure data goes to the right place, and there are a few columns that need to be kept together in order for the upload to work.

In addition to staff_idusers can reduce the upload file to any combination of the below paired columns to quickly update targeted Employee Profile Information.

Pro Tip: When using Bulk Import Targeted Updates, make changes to the employees who require changes, and copy only the employees who require updates to a NEW WORKBOOK before uploading to Tātou Office App.

Pro Tip: Leaving the groups column in the upload can be very useful for filtering while editing information. It can also be left in the upload and edited to create relevant groups based on the Targeted Information you’re uploading (e.g. Workload Assessment Period Start Date, Group Arrival Date, Group Leaving Date, etc.)

Examples of Targeted Update

Updating Returnee Information BEFORE their actual EP Start Date?

Add Employment Period End Date & Deactivate Employees?

Updating Minimum Earnings Workload and Top Up information? (NZ Only)

Pro Tip: If you have employees who are are different minimum hourly rates, use the current_employment_period_hourly_rate column and the current_employment_period_agreed_hours_min to calculate the current_employment_period_minimum_earnings value. Just make sure to copy and special paste back values only, before uploading.

Updating Individual Employee Hourly Rates in Advance of Legislation Changes with current_employment_period_hourly_rate_effective_date

Updating these in advance will ensure a seamless rollout of hourly rate changes for employees whose wages are affected. Just make sure the current_employment_period_hourly_rate_effective_date is not left blank, or it will default to the date of upload.