The layout below can be used to import Employee Demographics into Core HR.
Location of Data within Core HR
The Employee information can be found in the employee's Demographic Info page of Core HR.
General Information on Importing
For general information on importing data, refer to the following dedicated article that details how to import a file, supported formats, and other related information.
Import Layout
When creating your import file, you must:
- Create Column Headers.
- Match the order of the columns with the table provided below.
- Match the number of columns with the table provided below.
If columns are added or removed, the import process file will stop and an error message will be shown, resulting in no records processed and an error logged in the import history.
When is a Record Added vs Updated?
If a field is identified as a key field with the label [key] in the 'Required' column in the table below, Core HR will update the existing record with the matching [key] field data instead of creating a new record (i.e. when importing a file containing employee data and Core HR recognizes an employee's SSN as belonging to an existing employee record, Core HR will update the existing employee record with the data from the import file instead of creating a new employee record).
If no field has the [key] label in the 'Required' column, the import layout will always create a new record and not update any existing records.
| Order | Column Header |
Type | Max Field Length |
Required | Available in ET File? |
Notes |
|---|---|---|---|---|---|---|
| 1 | Arcoro User ID | GUID | 32 | Yes* | Yes | It will be validated only if there is value, no value is accepted. |
| 2 | Arcoro Person ID | GUID | 32 | It will be validated only if there is value, no value is accepted. | ||
| 3 | SSN | String | 9 | Yes | If Employee SSN is not matched to an existing user, a new Employee will be created upon successful import |
|
| 4 | First Name | String | =< 30 | Yes | Yes | Field stored on the Employee Demographic or Dependent Screen |
| 5 | Middle Name | String | =< 30 | Yes | Field stored on the Employee Demographic or Dependent Screen | |
| 6 | Last Name | String | =< 30 | Yes | Yes | Field stored on the Employee Demographic or Dependent Screen |
| 7 | Suffix | String | =< 30 | Yes | Field stored on the Employee Demographic or Dependent Screen | |
| 8 | Street 1 | String | =< 50 | Yes | Field stored on the Employee Demographic or Dependent Screen | |
| 9 | Street 2 | String | =< 50 | Yes | Field stored on the Employee Demographic or Dependent Screen | |
| 10 | City | String | =< 30 | Yes | Field stored on the Employee Demographic or Dependent Screen | |
| 11 | State | String | =< 60 | Yes | Field stored on the Employee Demographic or Dependent Screen. Field must be 2 characters (state abbreviation) |
|
| 12 | Zip Code | String | =< 15 | Yes | Field stored on the Employee Demographic or Dependent Screen. If importing special character, character must be used in every entry. |
|
| 13 | Home Phone | String | =< 20 | Yes | Field stored on the Employee Demographic Screen | |
| 14 | Mobile Phone | String | =< 20 | Yes | Field stored on the Employee Demographic Screen | |
| 15 | Home Email | String | =< 50 | Field stored on the Employee Demographic Screen | ||
| 16 | Work Phone | String | =< 20 | Yes | Field stored on the Employee Demographic Screen | |
| 17 | Date of Birth | Date | > 0 | Yes | Yes | Field stored on the Employee Demographic Screen |
| 18 | Birth Location | String | =< 30 | Field stored on the Employee Demographic Screen | ||
| 19 | Sex | String | > 0 | Yes | Field stored on the Employee Demographic Screen. Use "M" for males, "F" for females, "U" for undefined. |
|
| 20 | Marital Status | String | > 0 | Yes | Field stored on the Employee Demographic Screen | |
| 21 | Tobacco User | Yes/No | > 0 | Yes | Field stored on the Employee Demographic Screen. "yes" or "no" acceptable, case insensitive |
|
| 22 | Handicapped | Yes/No | > 0 | Yes | Field stored on the Employee Demographic Screen. "yes" or "no" acceptable, case insensitive |
|
| 23 | Employee ID | String | =< 20 | Yes | Yes | Generally used to store ID that uniquely identifies employee. Must be alphanumeric. Must be populated for integration. Cannot be 9 numeric values, or resemble a SSN. |
| 24 | Hours Worked | Number | - | Field stored on the Employee Demographic Screen | ||
| 25 | Work Email | String | =< 50 | Yes* | *This is required as a step to making an employee a user | |
| 26 | Employee Status | String | > 0 | Yes | Yes | Field stored on the Employee Demographic Screen |
| 27 | Department | String | > 0 | Field stored on the Employee Demographic Screen | ||
| 28 | Facility 1 Name | String | > 0 | Name field associated with Facility 1 | ||
| 29 | Facility 2 Name | String | > 0 | Name field associated with Facility 2 | ||
| 30 | Job Code | String | > 0 | Field stored on the Employee Demographic Screen | ||
| 31 | Employee Type | String | > 0 | Field stored on the Employee Demographic Screen | ||
| 32 | Hire Date | Date | > 0 | Yes | Yes | Field stored on the Employee Demographic Screen |
| 33 | Original Hire Date | Date | > 0 | Field stored on the Employee Demographic Screen | ||
| 34 | Alternative Service Date 1 | Date | > 0 | Field stored on the Employee Demographic Screen | ||
| 35 | Alternative Service Date 2 | Date | > 0 | Field stored on the Employee Demographic Screen | ||
| 36 | Benefit Eligibility Date | Date | > 0 | Field stored on the Employee Demographic Screen. If left blank, the date will calculate based on the Waiting Period Rules setup in the system. |
||
| 37 | Benefit Status | String | > 0 | Yes | Field stored on the Employee Demographic Screen | |
| 38 | Retirement Date | Date | > 0 | Field stored on the Employee Demographic Screen | ||
| 39 | Termination Date | Date | > 0 | Field stored on the Employee Demographic Screen | ||
| 40 | Termination Reason | String | > 0 | Field stored on the Employee Demographic Screen | ||
| 41 | Title | String | > 150 | Field stored on the Employee Demographic Screen | ||
| 42 | Pay Schedule | String | > 0 | Field stored on the Employee Demographic Screen | ||
| 43 | EEOC Ethnicity | String | > 0 | Field stored on the Employee Demographic Screen | ||
| 44 | EEOC Occupation | String | > 0 | Field stored on the Employee Demographic Screen | ||
| 45 | EEOC Workers Compensation | String | > 0 | Field stored on the Employee Demographic Screen | ||
| 46 | User Defined 1 | String | =< 50 | Field stored on the Employee Demographic Screen | ||
| 47 | User Defined 2 | String | =< 50 | Field stored on the Employee Demographic Screen | ||
| 48 | User Defined 3 | String | =< 50 | Field stored on the Employee Demographic Screen | ||
| 49 | User Defined 4 | String | =< 50 | Field stored on the Employee Demographic Screen | ||
| 50 | User Defined 5 | String | =< 50 | Field stored on the Employee Demographic Screen | ||
| 51 | User Defined Field Lookup 01 | String | > 150 | Field stored on the Employee Demographic Screen | ||
| 52 | User Defined Field Lookup 02 | String | > 150 | Field stored on the Employee Demographic Screen | ||
| 53 | User Defined Field Lookup 03 | String | > 150 | Field stored on the Employee Demographic Screen | ||
| 54 | User Defined Field Lookup 04 | String | > 150 | Field stored on the Employee Demographic Screen | ||
| 55 | User Defined Field Lookup 05 | String | > 150 | Field stored on the Employee Demographic Screen | ||
| 56 | User Defined Field Lookup 06 | String | > 150 | Field stored on the Employee Demographic Screen | ||
| 57 | User Defined Field Lookup 07 | String | > 150 | Field stored on the Employee Demographic Screen | ||
| 58 | User Defined Field Lookup 08 | String | > 150 | Field stored on the Employee Demographic Screen | ||
| 59 | User Defined Field Lookup 09 | String | > 150 | Field stored on the Employee Demographic Screen | ||
| 60 | User Defined Filed Lookup 10 | String | > 150 | Field stored on the Employee Demographic Screen | ||
| 61 | User Defined Field Lookup 11 | String | > 150 | Field stored on the Employee Demographic Screen | ||
| 62 | User Defined Field Lookup 12 | String | > 150 | Field stored on the Employee Demographic Screen | ||
| 63 | User Defined Field Lookup 13 | String | > 150 | Field stored on the Employee Demographic Screen | ||
| 64 | User Defined Field Lookup 14 | String | > 150 | Field stored on the Employee Demographic Screen | ||
| 65 | User Defined Field Lookup 15 | String | > 150 | Field stored on the Employee Demographic Screen | ||
| 66 | ACA Employee Status | String | > 150 | Field stored on the Employee Demographic Screen | ||
| 67 | Additional Household Income | Number | > 0 | Field stored on the Employee Demographic Screen | ||
| 68 | Country | String | - | Field stored on the Employee Demographic Screen | ||
| 69 | EEO Class | String | =< 20 | EEO Class field stored on the EEOC/Additional Info Screen. Must be one of the following: 1, 1.1, 1.2, 2, 3, 4, 5, 6, 7, 8, 9 |
||
| 70 | Work Phone Ext | String | =< 20 | Field stored on the Employee Demographic Screen |
Import Template
We have provided an import template in an Excel format to help you get started. You can refer to the table above for more information about any of the columns. Required fields have been marked in RED.