Staff Import Format Requirements

Learn how to format your CSV file for successfully importing staff into Hectre.

To download a template file, click the Import button on the staff page, and click the prompt "here" (see below image)

Note

The person importing the .csv file will only be able to import staff members of a lower or equal account type to their own. For example, a Supervisor cannot import staff of account type Manager or Owner.

File Format

• Must be in the format .csv
• All column headers must be incldued
• Column headers must match those shown in the template CSV file provided (also listed below).

Data Format

Any invalid entries on the file will result in that staff member not being imported into Hectre. For example, if the date of birth format does not match the file requirements YYYY-DD-MM, the staff member will not be imported.

Below is a list of all necessary columns, which columns require information for staff, and the required data format. All column headers must be included on the file.

Column A: First Name

• Mandatory
• Any combination of letters, numbers, punctuation, and single spaces e.g Hb e!4

Column B: Last Name

• Mandatory
• Any combination of letters, numbers, or punctuation and single spaces e.g Hb e!4

Column C: Employee ID

• Optional
• Any combination of letters, numbers, or punctuation e.g Hb e!4

Column D: Date of Birth

• Optional
• YYYY-MM-DD for example 1988-12-23 for 1988 December 23rd
• Learn how to do custom date formats in excel or how to do custom date formats in google sheets. 

Column E: Account Type

• Optional
• If left blank, this value will default to "Staff".
• This entry must match one of Hectre's Account Types e.g. Staff, Full-Time Staff, Supervisor, Manager, Owner.
• Please note, the user importing the .csv file will only be able to import staff members set to a lower or the equal level of their account type.

• Column F: Wage Rate
  • Optional
  • If left blank, staff wage rate will default to your account minimum wage

• Column G: Contractors
  • Optional
  • Must match one of the Contractors stored in your Hectre account
  • Learn about using Contractors in Hectre to separate staff

• Column H: Email Address
  • Required - if account type is Full-time staff, Supervisor, Manager, Owner
    • account type "Staff" does not require an email
  • Must be a valid email format e.g. xxxx@xxxx.com

• Column I: Phone Number
  • Optional
  • Must contain numbers only

• Column J: Dashboard Access
  • Optional
  • If left blank, this value will default to "none".
  • Entries must match one of Hectre's Dashboard Access options: None, Regular, Power, or Full.

• Column K: Sectors
  • Optional
  • Must match those listed in your Hectre account. If there are multiple sectors for a staff member, then the Sectors must be separated by the character '' | ". For example, "Cherries|Pears". 

• Column L: Deactivate
  • Optional
  • "TRUE" = must be deactivated. "FALSE" or blank = new staff will be added.