23min

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.

Uploading a person or job that reports to an open job

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

jane.doe@charthop.com

6/1/2022

Uploading PTO changes

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

jane.smith@charthop.com

6/1/2022

6/6/2022

5

APPROVED

734

john.johnson@charthop.com

6/15/2022

6/19/2022

5

PENDING

543

Required and optional columns

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.

john@charthop.com

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 - Time off was approved. Default option. 
  • PENDING - Time off is pending.
  • CANCELLED - Time off was cancelled.
  • REJECTED - Time off was rejected. 

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 

Uploading a person who is no longer employed

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 Backfill 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

Backfill

Depart

john.smith@charthop.com

John

Smith

Engineer

fred.jones@charthop.com

1/1/2022

6/1/2022

No

Involuntary

Uploading a person’s job history

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

john.smith@charthop.com

Senior Engineer

john.doe@charthop.com

$120,000

20%

L3

1/1/2022

john.smith@charthop.com

Manager, Engineering

fred.smith@example.com

$150,000

30%

L4

6/1/2022

Uploading departures or terminations

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 Backfill 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

Backfill

example@charthop.com

5/1/2022

Involuntary

Performance

No

Using a custom first column for a people upload

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

fred.smith@charthop.com

Uploading org changes with different dates

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

john.smith@charthop.com

3/15/2022

Senior Customer Success Manager

john.smith@charthop.com

6/15/2022

$100,000

Updating name fields

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@charthop.com

Jane

Smith

Joan



john.johnson@charthop.com

John

Johnson



Jeremy

Updating phone numbers

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.



Updated 16 Aug 2022
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