--- title: Spreadsheet import examples slug: spreadsheet-import-examples createdAt: 2022-06-23T18:56:37.000Z --- 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 **backfillJob** column with a value of `No`. :::hint{type="warning"} 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@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 **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** | | ---------------------- | ------------ | ------------- | ------------- | --------------- | | `example@charthop.com` | `5/1/2022` | `Involuntary` | `Performance` | `No` | ## Uploading promotion title or compensation change 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** | | ------------------------- | -------- | ----------------- | ------------- | ------------- | | `John.Smith@charthop.com` | `1/1/24` | `Senior Engineer` | $150,000 | `Promotion` | ## 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. ## Importing multi-select fields 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` | ## Deleting imported jobs 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` | :::hint{type="info"} **[Modules:](https://www.charthop.com/pricing/)** **HRIS |** **Engagement | Goals | Performance | ****Compensation Reviews |** **Headcount Planning** :::