How Do I Use The Update Existing Staff Import?

This guide will show you how to update existing staff members' accounts using the Staff Import. For a guide on adding new staff members' accounts, please click here.

If you are unable to complete any of the steps in this guide, you can use the Submit a request button at the top right of this page to contact our team for help.

Index
Import Staff Updates Example
All Staff Updates Fields

Import Staff Updates Example

1. Click Imports and select Staff Updates

   
    

2. Import Type
   Change the import type to Update Existing Staff. 

   
    

3. Export Staff
   When updating your staff accounts, you can choose which accounts to export and amend to import your changes. 
   All - Active and inactive staff accounts
   Current - Your active Staff member accounts
   Leavers - Your expired Staff member accounts

   
    

4. Export
   Clicking export will create a CSV of your staff data. You can then amend the data and import it to Timemarker.

   
    

5. Updating Your CSV Example
   In this example, we will add a new staff rate for all the exported staff members, effective 01-Jan-2025. This staff rate will set all staff members' weekly required hours to 40.
   
   To do this, we will set the Effective From date for each staff member to 01-Jan-2025 and set the Weekly Required Hours to 40. We will save the CSV to commit the changes to the file. 

   
    

6. Uploading The Updated Accounts To Import
   Add the import file to Timemarker by dragging & dropping a CSV file into the dashed region, or clicking Choose File and selecting it.

   
    

7. Validate Button
   With a file selected in the Choose File section, click Validate to check for any issues. 

    
    

8. Validation Page 
   If your file has validation issues, a red validation warning will appear at the top of the page. A green validation message will be displayed if new data, such as a staff rate, is created. 
    

   
    

9. Checking Validation messages
   If a green or red validation message is displayed, the corresponding field on the validation page will be displayed in the matching colour. For more details, hover over the red/green text to display a dialogue box. 
   
   In our example, we are adding a new staff rate. We have a green validation message and green-highlighted data. Hovering over the green text shows us the message "A new rate will be inserted."

   
    

10. Importing Data 
    Once you are happy with the data to be imported, click the import button to add these changes to Timemarker. 

    

11. Update Existing Staff Fields
    The example above shows how to add a new staff rate for multiple staff members. The same method can be used to change staff data. A list of fields has been provided below. 

    1. Staff Id
       This is the staff member's unique identifier for Timemarker. It cannot be changed. The staff ID is created when the account is added to Timemarker.
    2. Company Name
       Sets the company name for which the changes are being imported. This field cannot be changed. 
    3. Email
       Shows the staff member's email address. Email addresses can be changed, but you cannot have the same email address for more than one staff member. This includes inactive accounts. 
    4. Staff Name
       Sets the staff member's name. 
    5. Start Date
       Sets the staff member's start date. This is the earliest date they can record time for. 
    6. Leaving Date
       This sets the staff member's leaving date. Once this date has passed, the account is marked as inactive.
    7. Last Completed Timesheet
       Sets the date of the staff member's last completed timesheet. When logged in, the staff member is taken to the timesheet for the following week. Any incomplete timesheets submitted before the set date will still trigger alerts.
    8. External Ref
       Sets the external reference code for the staff member. 
    9. Account Code
       Sets the staff member's account code. 
    10. Effective From
        Shows the start date of the most recent staff rate. Adding a new date will create a new staff rate.
    11. Effective To
        Shows the end date of the most recent staff rate, if one has been set. 
    12. Weekly Required Hours
        Shows the staff members' weekly required hours for this rate. The staff member must record at least this number of hours before the timesheet can be completed. 
    13. Hourly Cost Rate
        Shows the staff member's hourly cost rate for their most recent staff rate.
    14. Hourly Bill Rate
        Shows the staff member's hourly bill rate for their most recent staff rate.
    15. Office
        Shows the staff member's office for their most recent staff rate.
    16. Department
        Shows the staff member's department for their most recent staff rate.
    17. Job Title
        Shows the staff member's job title for their most recent staff rate.
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