Import Filled Positions 

After you have completed the Data Model Manager, the next step is to upload all employees, also known as Filled Positions. 

For additional information on Filled Positions, see our training & support article: Create and Manage Filled Positions 

Below, you will learn how to:

• Bulk import Filled Positions
• Assign Additional Pay and Benefit Options 
• Complete the import walkthrough 

Note: You can click on any image below to zoom in. 

Import Filled Positions

Begin by navigating to Filled Positions under the Positions Tab.

1. Select Import Filled Position Data 
2. Select the Import Filled Position option.
3. Select Import Data to proceed to download the import template. 
   • Pro Tip: Just importing updates this time? Toggle on the option to include current employee data to quickly download all existing Employee information. 

Bulk Import Template - Columns 

The bulk import template has many columns. In the bullet points below, we explain which are mandatory and optional. Always leave the System Employee Job ID column blank. 

• Mandatory Columns - Employee ID (must be unique per Employee), Last Name, First Name
  • Job Code. Job Code must be exact from the Wage Schedule - this puts them in that Job.
  • FTE (usually 1)
  • Start Date - When the employee started their current job
  • Initial Step and Initial Step Date. These fields are mandatory but used for Tenure progression.
    • Note: The Initial Step Date becomes the date of the Tenure Step-up if the number of days is set at 365 in the wage schedule. For additional information, see the training & support article: Creating and Managing Wage Schedules
• Optional columns - Grade and *Position Code are optional fields.
  • Position Code is only optional if Position Control is NOT toggled on.
  • If Position Control is toggled on for your budget, you must include Position Codes.
• Leave blank for employees in tenure wage schedules: System Employee Job ID, Current Step, Current Rate, Current Salary. These columns are used for employees in Merit wage schedules.
  • Note: System Employee Job ID will be automated once you import filled positions. This field will then prevent duplicates of positions in the future ensuring that data updates on the correct filled position. When updating filled positions make sure to toggle on the Include current filled position data in bulk upload template option and download the template. 
• Optional for Merit wage schedules - Next Step and Next Step Date. Only include these fields if you want your merit employees to step up mid-year to account for blended rates.
• Additional Pay and Benefits Columns - The right-most columns of the Import template are going to be all of your created Additional Pay and Benefits.
• For each employee, you can assign an option for each Additional Pay. Anyone who will not receive that Additional Pay or Benefit will leave it blank.
• Be sure to enter the title of the option exactly as it is typed in the Additional Pay or Benefit. The import is very character-specific.
• For example, the column would be called "Health Insurance," and in row 1, you'd assign "HMO+2" or any other option you created for that Add Pay.
• The import will show an error if that Employee is not in a Unit that is checked to receive the Additional Pay.

After completing the template and filling out all Mandatory columns, continue with the Import process. 

5. Select Start to begin the Employee Upload
6. Select the Upload data from file button and use your file explorer to select your completed import template. You can also drag and drop the file from your computer directly into the Upload data from file dialog box.
7. Next, follow the on-screen prompt to review and confirm each header mapping choice. 

8. Next, match the columns in your file to the mandatory categories. 
   Note: If your file has validation errors, you’ll see them listed here. You’ll repair them in the next step.

1. Use the drop-down menu next to the column name to select the corresponding field.
2. Select Confirm mapping when you have correctly matched the column.
3. Select Ignore this column if the column contains extraneous information.
4. If you have confirmed a mapping or ignored a column in error, select the edit button to make additional changes.

9. After reviewing all Mapped Fields, select the Continue button.
10. Now it’s time to review your uploaded data.

1. Validation errors are highlighted in red. Hover over them to see an explanation of the error.
2. Select a cell and begin typing to edit the contents.
3. Use the toggles at the top to show Valid and Invalid to simplify your view.
4. After reviewing your data and correcting any errors, select Submit. Confirm that you are ready to submit your data.