A Comprehensive Guide on the Bulk Upload (Employee Information)

 

The Bulk Upload is one of the most essential and convenient feature available on Sprout HR. It enables users to upload numerous employee information all at once. Despite its functionality, this module is hinged on a rigid system that ultimately rejects any file that does not follow the required formatting. In this KB article, I shall explain in detail how to properly utilize and make use of the Bulk Upload (Employee Information). 

 

1. If you'd like to upload multiple employee information on Sprout HR, make sure you download a new and blank Employee Upload Template first. Please bear in mind that any changes or minor adjustments on the template (e.g. adding a new column, changing the column header) itself will prevent the system from properly recognizing the file. As a result, an error prompt would appear indicating that there is an error with the file.

 

Error Prompt on Bulk Upload

 

Note: If you already have an existing Employee Template from a previous bulk upload, it is still highly recommended to download a new one from Sprout HR, since the old template could be outdated.

 

2. When editing or adding new information on the Employee Upload Template, make sure that all the required fields are filled out. In order to distinguish what is required from not, you can check the column header. If there is an asterisk (*) right before the column title, this means that the field is required. Failing to fill out any of these required fields would prevent the system from properly capturing the file.

 

As you can see, there's an asterisk (*) on some of the column headers. As mentioned, this is an indicator that the field is required.

Important: There are some fields that have a drop-down menu (e.g. location, access levels, departments) . From the drop-down menu, you would have to pick from a list of options. Keep in mind that If a required field has a drop-down menu, you can't just type anything you want; you'd have to pick one of the options indicated on the drop-down menu.

 

Drop-down Menu

Please take note that there are also fields that need to be unique. For example, employees can not have multiple or duplicate TIN No., employee ID, and biometric ID.

 

Note: Once you've filled out the required fields, make sure the file is saved as .xlxs. Older versions and other file formatting (e.g. .xlsm, .xlsb, .xls) will not be recognized by the system.

 

3. If all else fails, double-check the annotated file. If the system detects an error (e.g. wrong value, incorrect formatting) on the template you're trying to upload, the Annotated HR Hub Template would be automatically downloaded. On the Annotated HR Hub Template, any field filled out incorrectly would be marked red (e.g. wrong format, left blank, duplicate values, did not choose anything from the drop-down). For anything marked in red, make the necessary revisions on the annotated HR template. Once done, you can now upload the file.

 

Look at the bottom-most column. The column is marked red, since the user did not pick any value from the drop-down menu.