Adding casual positions to profiles in a single action
Do you have a large casual workforce or employees with many casual positions?
You won’t have to worry about how long it might take to assign this task. foundU's import function allows you to add these positions in bulk, saving time and stress for your admin team!
In this article, we will cover:
- How to use the Employee Casual Positions import
- The import validations available and required
If you are a new platform, your implementation manager will assist you in assigning positions to your employees.
Permission Reminder: To access this import, you must have 'Access CSV Import' and 'Edit Awards and Agreements' enabled in your user permissions.
Adding positions to your employee profiles is the final step in setting up your new or existing staff members for rostering.
Some key use cases for why you would bulk import casual positions to profiles are:
-
- You have a large rotating casual workforce and must manage the time spent assigning positions.
- All your employees work multiple roles and need more than one position assigned.
- Your business recently added a new award to the platform and needs new profile positions added to employees.
Before you begin
Before using this import, you will need to collect the following data:
-
- Employee ID numbers
- Location ID numbers
To collect your employee's ID number:
- Navigate to the relevant People page (Pending or Approved).
- You can use your filters to find and show your casual employees. However, if your workforce is all casual, you will not need to do this.
- From Bulk Actions, select Export all filtered.
- From the list of options, select Employee ID and Full Name.
-
Export CSV to gather that information into a file to use next.
To collect your location ID numbers:
- From the main menu, navigate to Platform Settings and select Locations.
- The location ID will be displayed on the left. Keep this page open while filling in your import CSV file.
Employee Casual Positions import
To bulk import casual positions to profiles:
- From the main menu, navigate to Import/Export and select CSV Import.
- From the drop-down, choose the import type 'Employee Casual Positions'.
- You will need to export the Award and Position ID to complete the import details.
-
Download Blank File and fill in the fields required.
Hot tip: The Get Field Definitions button is a helpful tool that provides a list of required formatting for each column in the CSV. Mandatory fields are marked with a (*). - To upload back into the platform and add the positions, choose your updated blank file and select Import CSV.
Once your CSV file has been uploaded, please wait for the bar to finish importing the details before navigating to another screen. You can confirm these positions have been added by navigating again to your People page and using Bulk Actions to export the position data from your employee profiles.
If you have already approved your employees, you can also use Bulk Actions to assign casual positions to filtered employees. Our guide on Adding a new position to an employee explains how to do this.
When importing data into your platform, it is essential to ensure the information you add is formatted correctly.
Please note: Below, we have included all the information you can import with this tool. Mandatory items are in bold.
Column Name | Column Definition | Mandatory Field | Accepted Format |
Employee ID | Existing Employee ID to attach position to. | Y | Numerical |
Position Start Date | Date the position will be effective from. | Y |
01/01/2024 |
Position End Date | Date the position will be effective till. Leave empty for ongoing. | N |
01/01/2024 |
Associate with Operation ID | Existing Operation ID to associate employee to. | N | Numerical |
Location | Locations the position is applicable for. | Y |
Numerical Multiple locations can be added. E.g. 3 for one location OR 3,5,6 for multiple locations. |
Award ID | Existing Award ID the position is under. | Y | Numerical |
Position ID | The position that is to be added to the employee. | Y | Numerical |
Custom Position Title | Custom title to show instead of the position name in the award setup | N |
Minimum 1 character. Can include letters, numbers and symbols. |
Pay Rate | Pay rate for this position | N | This cannot go below the casual rate set in the Award. |
Cost Code | Cost code for this position. | N |
Minimum 1 character. Can include letters, numerals and symbols. |
Cost Code Option | Cost code option for this position if Cost code is given. | N |
This can only be one of the following options: Fallback, Override, Append |