If you are unsure which of your employees have received their account verification email for Core HR and logged in, you can refer to the following process to compare the data from two exports and resolve any issues.
The steps below assume that you have access to the necessary data in Core HR, are using Excel, and have some familiarity with the menus.
- Click the name of your "Portal Access" data export. If you do not currently have the "Portal Access" data export and would like it added, please consult your implementation or support team.
- Make sure to change the "Effective End Date" to the following day (i.e., running a report on 11/27, make the end date 11/28).
- Click Save, then Execute Data Export.
- While the data export is running, go to the top of the page, hover over Quick Excel Exports, and click Export Employees. A new tab/window should open to download the Excel file.
- In the "Export Employees" file, make sure the SSN is formatted to be 9 numbers with the leading 0 present. This is important as Excel can automatically reformat numbers and remove leading 0s.
- Add a new column labeled with "Account Verified" to the right of the SSN column.
- Open the "Portal Access" export you executed.
- Make sure that the Employee SSN matches the formatting of the "SNN" column for the "Export Employees" file.
- Highlight the entire sheet of the "Portal Access" export.
- Click Data towards the top of Excel and click Remove Duplicates from the "Data Tools" section.
- In the "Remove Duplicates" window, click Unselect All, select Employee SSN, and click OK. You should see a window confirming how many duplicate values were removed and how many remain.
- Copy the remaining data from the "Portal Access" export file and paste that data onto a new sheet in the "Employee Export" file. By default, the new sheet will generally be labeled "Sheet1".
- Add filters to both sheets in the report by highlighting all of the data, clicking Data, and clicking Filter.
- In the second sheet, click the filter icon for the Description column, unselect all the options, then enable "Successfully logged in", and click OK to filter the data.
Go to the first sheet and add the "=VLOOKUP(A2,Sheet1!A:A,1,FALSE)" formula to cell B2. To better understand the formula, we have provided an explanation in the event that you need to adjust it slightly.
- VLOOKUP = Look up data vertically.
- A# = Value that will be looked up.
- Sheet1!A:A = The data the formula will look through.
- 1 = The column the formula will look through.
- FALSE = Must be an exact match.
- Copy the formula down the column. If done properly, the formula will update the cell it is looking up. You will receive "#N/A" in the Account Verified column for those who do not have a matching SSN from the "Portal Access" export.
- Filter out the ones that have matching SSNs and then filter out all non full-time/part-time employees. You should be left with employees who have not verified and successfully logged into their accounts.