Implementation > Import Employees

Company number: The company ID that the employee belongs to.

Number

If there is only one company in your WorkBook setup, simply use '1' in this field.

Employee Number: A unique code used to identify each individual employee (referenced in this import). Upon running the import, WorkBook will generate a new unique ID for each employee and keep this data as an “External Code” which will be needed later in other imports (e.g. clients and suppliers where an employee responsible needs to be set).

Numbers & Letters

E.g. 101, 102, 103 etc

Employee Name: The employee’s first and last name.

Text

E.g. Jack McGregor

Employee Initials: This field will be used when tagging users in the system, e.g. when adding them to a conversation, so it is recommended to choose a combination that users will easily recognise.

Text

E.g. First name and the initial of their last name, JACKM; TIMB; RUBYJ

Address Line 1: Used when importing full employee details. This information is not required at import and can be added to the system later if required.

Text

Address Line 2

Text

Postcode

Number (can also include letters)

City

Text

Country Code: WorkBook assigns a two-letter code to each country. Check with your WorkBook consultant if your country code is not referenced here.

Text

E.g. AU, DE, DK, HK, NZ, SG, UK, US etc.

Telephone number

Number

Mobile number

Number

Employee’s email address: Email address will form part of the employee’s login details and notifications will be sent here.

Text

E.g name@agency.com

Date employed from: You can import all employee’s with the same date. Recommended to use your WorkBook go live date.

Date

E.g. your local date format xx/xx/yy

End of employment date: A standard field on each employee record. This is not required for import, this field is used to manage inactive employee records.

Date

E.g. your local date format xx/xx/yy

Is the employee active?: Most employees will be active on import, with the exception of a user that has a start date after go live.

Number

0 = No
1 = Yes

Employee activity ID: Every employee in WorkBook must be assigned a default activity code. E.g. Account Manager - 11000. Check your activities import sheet for the ID number.

Value must reference an activity ID that already exists in your system. Activities are created and managed via Settings > Price lists & activities > Activities.

Number

E.g. 11000, 11001, 11002 etc

License type: Each user is assigned a license type on import. These must align with the number and types of licenses in your contract.

Number

1 = System administrator
2 = Advanced user
3 = Basic user
4 = Employee without access
5 = Scheduling resource without access

User access role: Include the name of the desired access role, or leave blank and assign to employee profile post import.

Value must reference an access role that already exists in your system. Access roles are created and managed via Settings > Advanced tools > User access rights.

Text

E.g. Project Manager, Project Manager + Create Client etc

Hourly cost rate: The employee’s cost to the business per hour. This is usually a blended rate according to their role.

Number

E.g. 110.50

Hourly sales rate: The employee’s standard charge out rate per hour.

Number

E.g. 250.00

Billable target %: The employee’s weekly billable hours target as a percentage.

Percentage

E.g. 85%

Employee position: The employee’s position or role.

Value must reference a position that already exists in your system. Positions are created and managed via Settings > Employee settings > Positions.

Text

E.g. Developer; Producer; Designer etc

Date of birth

Date

E.g. your local date format xx/xx/yy

Gender of employee

Number

1 = Male
2 = Female

Login name: You can decide the format, however it is recommended to use the employee’s email address for ease.

Text

E.g. name@agency.com

WorkBook password: The system can generate a unique password when the employee first logs in.

Leave blank

External personal number: Field can be used to reference a unique external code.

Number and/or text

Language: Each employee profile is assigned a default language. WorkBook assigns a four-digit code to available languages.

Check with your WorkBook consultant if your desired language is not referenced here.

Number

1030 = Danish
1031 = German
1033 = English US
2057 = English UK

Please leave this field blank, it is completed automatically on import.

Leave blank

User’s State: Used for US businesses only.

Text

E.g. CA, FL, NY, NJ etc

User’s County: Used for US businesses only.

Text

E.g. Benton, Carlton, Dorchester etc

Department: The department the employee sits in. A user can only belong to one department.

Value must reference a department that exists in your system. Departments are created and managed via Settings > Company settings > Departments.

Text

E.g. Client Services, Creative, Strategy etc

Employee manager: Assign each employee a line manager. This field is used in approval workflows.

Include the employee number (Empnum) of the desired manager. Add WB# to the front of the employee number

Number

E.g. WB#101, WB#109, WB#121 etc

Time sheet approver: Used to assign each employee a time sheet approver.

Include the employee number (Empnum) of the desired time sheet approver or leave blank to determine post import.

Number

E.g. 101, 109, 121 etc

Report profile: Determines which reports a user can access and is usually aligned to their license type.

Default report profiles are ‘Advanced’ and ‘Basic’, speak to your Consultant if you require additional report profiles.

Text

Advanced user
Basic user

Substitute employee: Used to assign each user a substitute employee. Notifications and approvals will be diverted to the assigned substitute employee when the user is on leave.

Include the employee name of the desired substitute or leave blank to determine post import.

Text

E.g. Ruby Jones

Capacity start date: The date the user’s capacity should start from. This would usually be the same as the employee’s start date.

Date

E.g. your local date format xx/xx/yy

Employee’s skills: Can be used to add skills against employee profiles, for instance coding languages for developers.

Text, separated by commas

E.g. PHP, CSS, HTML5 etc

Job team: The team/s the employee belongs to. A user can belong to multiple teams.

Value must reference a team that already exists in your system. Teams are created and managed via Settings > Employee settings > Teams.

Text, separated by commas

E.g. Creative, Delivery, New Business etc

N/A: Leave blank

N/A

Traffic manager: Used to assign employee’s a traffic manager. This role is used in resource approval workflows.

Include either the name, email address or employee number (Empnum) of the desired traffic manager. Leave blank if not using or to determine post import.

Number or text

Employment type: Used to confirm the employment type of user.

Number

1 = Permanent basis
2 = Fixed-term employment contract
3 = Freelance

Weekend type: Used to determine the days that are considered the weekend in your business.

Number

1 = Saturday and Sunday
2 = Friday and Saturday
3 = Friday and Sunday
4 = Sunday
5 = Thursday and Friday

First weekday: Used to determine the relevant first day of the working week in your business.

Number

1 = Monday
2 = Tuesday
3 = Wednesday
4 = Thursday
5 = Friday
6 = Saturday
7 = Sunday

Holiday calendar: Assign each employee a holiday calendar. Holiday calendars include national/public/bank holidays according to your country.

Value must reference a holiday calendar that already exists in your system. Leave blank to create and assign post import. Holiday calendars are created and managed via Settings > Company settings > Holidays and absence > Holiday calendars.

Text

Calendar name, e.g. NSW Public Holidays

Holiday calculation: Determines how the user’s holiday is calculated.

Number

1 = Average defined on employee holiday period
3 = One day off = one day’s holiday
4 = Average calculated from the capacity profile
5 = Longest day from the capacity profile

Client access: Determines if a user should, by default, have access to all clients in the system.

If ‘yes’, when a new client is created in the system these users will be granted access.

Number

0 = No
1 = Yes

Time sheet requirement: Determines if the user is required to complete timesheets in WorkBook.

Number

0 = No
1 = Yes

Time sheet notifications: Determines if a user will receive reminder notifications.

Number

0 = No
1 = Yes

Time sheet user compliance: Prevents user from progressing in WorkBook until their time sheets have been completed.

Number

0 = No
1 = Yes

Create tags: Determines if a user has the ability to create tags in WorkBook.

Number

0 = No
1 = Yes

Create skills: Determines if a user has the ability to create skills in WorkBook.

Number

0 = No
1 = Yes

Save templates: Determines if a user has the ability to save templates for quotes, timelines etc.

Number

0 = No
1 = Yes

LDAP user: If your business is set-up for LDAP (or similar authentication app), this field determines if user is required to login with LDAP credentials.

Number

0 = No
1 = Yes

LDAP domain login: Include if relevant to your authentication app.

Text