Hero Academy workshop guide: Updating your employee files in bulk

Before Proceeding

This guide accompanies our workshop video Updating your employee files in bulk. The workshop is a great way to get in-depth information and a demonstration of how our HR platform works by our in-house experts. This guide contains helpful "next step" information to help you put your new knowledge into practice in Employment Hero.

What this workshop is about.

You can update an individual employee's record directly within their personnel file. But sometimes you need to make a lot of changes to several employees at once, and making those changes one-by-one can be too time-consuming. With that in mind, we dedicate this workshop to walking you through how to make bulk edits to employee files using the timesaving CSV import feature.

Key topics covered.

  1. Benefits of updating via CSV.
  2. Mapping CSV fields
  3. Updating Custom Fields


What does the CSV import tool do?

This feature has two primary functions. The first is to help you bulk updated employees files, and the second is to create new employee files. What are some scenarios where updating via CSV might help me?

Annual pay rises are the most common reason employers bulk update employee files. Some other reasons might be if you created a new team and assign several staff to the team. Or perhaps you decide your organisation wishes to change employees from an 8-hour standard workday to 7.6.

Why are there several templates?

We have provided several templates in the feature to cater for different data update types. Essentially, we want to show you the fields you need for the particular type of data you need to update, and keep irrelevant data fields out of sight to help make your csv editing process a little easier.

Tips and tricks.

Get more out of teams

We find that most of our clients will organise their employees into teams (Create/Assign) based upon the way they organise teams in real life. This is, of course, a very sensible approach. But did you know an employee can be a member of multiple teams?

We recommend organisations also consider creating additional teams based upon management level. For example, a Sales Team Manager may be a member of the Sales team, and a member of a Management team.

This will allow you to do things like make company announcements (Mobile/Desktop) that are only visible to that specific team. Our clients love this hack for delegating and reminding managers to follow-up on things like making sure their staff submit timesheets by a certain date and time.

What does this have to do with CSVs? Great question! You can download the Update Employee Employment Details CSV template, which will contain employee names and their teams, among other details. After you have created your new team, you use that same template to add employees to that team.

Super charge your custom fields

Custom Fields is another helpful feature that allows you to capture a good deal of helpful information in an employees personnel file, like dietary requirements, software familiarity and allocated parking spots. You might already have this data on a spreadsheet somewhere, but entering these details into an employees file one-by-one could be a tedious task. Instead, we suggest you create the custom field, and then use the Update Employee Custom Fields template to update your employee files in one go.

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