Spreadsheet import examples
This topic provides examples and tips to help you use the ChartHop spreadsheet uploader. These include adding a job that reports to an open job, working with PTO updates, adding terminations, and more.
You can upload a person or job that reports to an open job. To do so, add a column for Manager:req, and in it, enter the requisition code for the open job. By doing this, you tell ChartHop that the manager for the job or person corresponds to a requisition code for an open job.
The example in the following table creates two jobs: a Customer Success Manager and a Director of Customer Success, both starting on the same day. The Customer Success Manager reports to the Director of Customer Success.
Job title | req | Start date | Manager | Manager:req | Date |
|---|---|---|---|---|---|
Customer Success Manager | job-123 | 8/1/2022 | | job-234 | 6/1/2022 |
Director, Customer Success | job-234 | 8/1/2022 |
| 6/1/2022 |
You can update paid time off for your people by uploading a spreadsheet to ChartHop. In the following example, two people have requested time off and one request is still pending:
Work Email | timeOffStartDate | timeOffEndDate | timeOffDays | timeOffApproval | timeOffID |
|---|---|---|---|---|---|
6/1/2022 | 6/6/2022 | 5 | APPROVED | 734 | |
6/15/2022 | 6/19/2022 | 5 | PENDING | 543 |
The following table describes required and optional columns for PTO uploads:
Column | Description | Example |
|---|---|---|
Work email | Left-most column; identifies the person whose time off is being entered. | |
timeOffStartDate | Start date for the time off; required. | 6/1/2022 |
timeOffEndDate | End date for the time off; required. | 6/15/2022 |
timeOffApproval | Whether the time off was approved; optional. Has the following options:
| APPROVED |
timeOffDays | Number of days requested; required. | 5 |
timeOffHours | Number of hours requested; optional. | 40 |
timeOffId | Unique identifier for each time off request. ChartHop recommends including this field since any subsequent PTO updates should include it as the left-most identifying column. | 734 |
timeOffType | Type of time off; optional. | PTO |
timeOffNote | Alphanumeric note about the time off; optional. | I need to take my son to the doctor |
You can create a picture of your historical org by uploading people who are no longer employed. To do so, add an End Date column to the person’s information.
If you want to avoid creating an automatic backfill, also add a backfillJob column with a value of No.
Use the Backfill column with departures for which you don't want to create a backfill, but not for hiring plans and new positions.
To change the departure type, add a Depart column with a value of Involuntary. This value defaults to Voluntary if not provided.
The following table contains an example:
Work email | First name | Last name | Job title | Manager | Start date | End date | backfillJob | Depart |
|---|---|---|---|---|---|---|---|---|
John | Smith | Engineer | 1/1/2022 | 6/1/2022 | No | Involuntary |
You can upload a person’s job history via spreadsheet. As long as the person has already been created in ChartHop, you only need to include columns for information that has changed.
In the following example, a person has been promoted. Note that the Date column reflects the start date of each position:
Work email | Job title | Manager | Base | Variable Percent | Band | Date |
|---|---|---|---|---|---|---|
Senior Engineer | $120,000 | 20% | L3 | 1/1/2022 | ||
Manager, Engineering | $150,000 | 30% | L4 | 6/1/2022 |
When you want to update ChartHop to reflect a termination or departure, you can upload a spreadsheet that contains the change. Note that ending a job will automatically create a backfill unless you add a backfillJob column with a value of No.
See the following table for an example of an involuntary departure with no backfill:
Work Email | End Date | depart | reason | backfillJob |
|---|---|---|---|---|
5/1/2022 | Involuntary | Performance | No |
When you want ChartHop to reflect a promotion for an employee, you can upload a spreadsheet that contains the change. Note that a promotion must be associated with either a title change or base change. The value in the Date column will be the effective date of the change and will be reflected in the Last promotion field. To note a title or base change as a promotion, include the Promotion column in your CSV with the word “Promotion” as the value for that column.
In the following example, a person has been promoted and given a title and salary change, effective January 1st, 2024:
Work Email | Date | Title | Base Comp | Promotion |
|---|---|---|---|---|
1/1/24 | Senior Engineer | $150,000 | Promotion |
ChartHop prefers Work Email as the first column in a people upload. However, you can use another unique identifier such as payroll system ID. When using payroll system ID as the first column, rename the Manager column to manager:workEmail and then add email addresses as normal.
In the following example, the first column is a Paylocity ID and the manager's work email appears in the manager:workEmail column:
paylocityID | First Name | Last Name | Job Title | Start Date | manager:workEmail |
|---|---|---|---|---|---|
12345 | John | Doe | Customer Success Manager | 1/5/2022 |
To upload multiple org changes with different dates, add them on separate lines of your spreadsheet with different values in the Date column.
In the following example, John Smith received a title change on one date, but a salary adjustment on a different date.
Work email | Date | Title | Base |
|---|---|---|---|
3/15/2022 | Senior Customer Success Manager |
| |
6/15/2022 |
| $100,000 |
When you update name fields, take note of the following guidelines:
- To update a person's preferred name, add columns for First Name and Last Name in addition to Pref Name and Pref Last.
- To update a person's middle name, add columns for First Name and Last Name in addition to Middle Name.
The following table contains an example.
Work Email | First Name | Last Name | Pref Name | Middle Name |
|---|---|---|---|---|
Jane | Smith | Joan | | |
John | Johnson | | Jeremy |
When you update phone numbers, take note of the following guidelines:
- Phone defaults to mobile number.
- Use contact.homePhone to update a home number.
- Use contact.workPhone to update a work number.
When you import fields with multiple selection options, take note of the following guidelines:
- The ChartHop field you are uploading to must support multi-selection.
- The values in the spreadsheet must be contained within the same cell, and separated by semi-colons.
See the following table for examples on importing multi-select fields:
Engineering Skillset | Badges | Owned Pets |
|---|---|---|
Backend;Frontend;Mobile | Diversity;Learning;Awareness; | Cat;Dog;Bird;Rabbit;Multiple |
You can delete jobs both individually and in bulk. To do this, you can upload a spreadsheet containing jobs that should be deleted using their Job IDs. ChartHop prefers Job IDs as the first column. Note that deleting a job will automatically create a backfill unless you add a backfillJob column with a value of No.
See the following table for an example of deleting a job and with no backfill:
Job ID | Change | backfillJob |
|---|---|---|
ACT1015 | Delete | No |
