Adding your existing workforce in bulk
Acquiring a new business and needing to create employee profiles in bulk?
There's no problem. With foundU, you can effortlessly import your existing workforce into your platform, saving time and streamlining the onboarding process.
This article will cover:
- How to use the employee export
- Import validations required
If you're a new customer through the implementation process, your Implementation Manager will assist you with setting up your existing employees.
The guide below may be helpful if you are making new business acquisitions or adding a large group of employees to your platform in one go.
For further information on how to onboard and set up your workforce, please refer to our article on Adding, onboarding, and setting up a new employee.
Importing your employees to your platform starts the process of setting them up by automatically creating their profiles, which are ready to then commence onboarding.
Employees will just need to fill out /review their remaining details by onboarding prior to being approved.
You can import your employees into foundU using one of the following import methods:
- Basic - This includes fields for first name, middle name (optional), surname, email, and mobile.
- Advanced - This includes all employee's personal, financial, residency, and TFN details.
How to import your employee details:
- Navigate to the main menu > Import/ Export > CSV Import.
- From the dropdown menu, select Employee (basic) or Employee (advanced).
- Download a blank CSV file to complete by selecting Download Blank File. This will be used to add your employee details to upload later.
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 (*).
- Complete and Save your amended CSV document.
- To upload your completed CSV, select the Choose file button and upload your CSV document.
- Select Import CSV.
Once your CSV document has been uploaded, please wait for the bar to finish importing the details before navigating to another screen.
After import, your employees can be found on the People > Pending People page.
Hot tip: Importing your employees does not automatically notify them to commence onboarding. You may like to send a bulk email to prompt your employees to reset their passwords and complete the rest of their onboarding journey.
When importing data into foundU, the data must be provided in the correct format. Below, you will find all the information required about the included columns of this import as well as the accepted formats for editable data.
Warning: The bold rows in the table below refer to the mandatory columns in your import.
The following validations are included in both imports:
| Column Name | Column definition |
Mandatory Field |
Accepted format |
| First Name | Employee's first name. | Y | Minimum 2 characters |
| Middle Name | Employee's middle name. | N | Minimum 2 characters |
| Surname | Employee's surname. | Y | Minimum 2 characters |
| Employee's unique email address. | Y | Email address unique to the employee. | |
| Mobile | Australian mobile phone number. | Y |
0412345678 0412 235 678 412345678 +61412345678 +61412 345 678 |
| Manager ID | ID of an active Admin User who has "Is this admin assignable as a manager?" turned on. | N | Numerical |
| Office Code ID | Unique ID for each office code. | N | Numerical |
Advanced Employee Import
When performing the advanced employee import, it's important to understand that this import offers greater flexibility with its mandatory fields. This simplifies the task of managing and entering your data.
Please note: It is highly recommended that you have experience with CSV imports before proceeding with this action. Making incorrect changes to fields such as employee email or mobile can compromise your employee data.
Mandatory fields are activated when partial data is inputted.
For example, if you input an employee's street address, the employee's state and postcode fields will also become mandatory since all fields are interrelated and necessary to complete an address.
Warning: The bold rows in the table below refer to the mandatory columns of interrelated data in your import.
Employee Personal Details
| Column Name | Column definition | Accepted format |
| Title | Employee's title | Mr, Mrs, Miss, Ms |
| Gender | Employee's gender | Male, male, Female, female, Other, other |
| SSO (Work Email) | Unique work email used for Single Sign On. | Email address unique to the employee. |
| Street | Employee's address (street). | Minimum 2 characters |
| Suburb | Employee's address (suburb). | Minimum 2 characters |
| State | Employee's address (state/ territory). | NSW, QLD, SA, VIC, TAS, WA, NT, ACT |
| Postcode | Employee's address (postcode). | 4 digit postcode |
| Phone | Additional phone number/ home phone number. | 0712345678 |
| Date of Birth | Employee's birthdate. | yyyy-mm-dd |
Employee Professional Details
| Column Name | Column definition | Accepted format |
| Employment Start Date | Day the employee first worked for your business/ company. | yyyy-mm-dd |
| Employment Type | Employee's employment type. | Full, full, Part, part, Casual, casual |
| Minimum hours per week |
The minimum hours an employee can work in a week. To clear the hours, enter 'Not set'. |
Numerical (2 decimal places) 'Not Set' Min hours < than max hours |
| Maximum hours per week |
The maximum hours an employee can work in a week. To clear the hours, enter 'Not set'. |
Numerical (2 decimal places) 'Not Set' Min hours < than max hours |
| Income Stream | Employee's income type. | SAW, WHM, FEI |
| Country Code |
Mandatory if the following was selected for Income Stream:
|
ISO alpha-2 international standards. The following fields are not accepted:
|
Employee Banking Details
| Column Name | Column definition | Accepted format |
| Account Name | Name of employee's main bank account. | Name of account |
| Account Number | Employee's bank account number. | Valid account number |
| BSB | Employee's bank BSB. | 123-456, 123456 |
Employee Superannuation Details
| Column Name | Column definition | Accepted format |
| Self Fund |
Is the employee's super being paid into an SMSF? |
yes, no |
When responding yes to the Self Fund field, the following superannuation fields are required.
| Self Fund Electronic Service Address | Registered electronic fund address. | Fund address |
| Self Fund Account Name | Name of Employee's SMSF Account. | Name of account |
| Self Fund ABN | Employee's SMSF ABN. | Numerical |
| Self Fund Account Number | Employee's SMSF account number. | Valid account number |
When responding no to the Self Fund field, the following superannuation fields can be completed.
| Default Fund |
Would the employee prefer to register with your platform's default super fund? If no, leave the next two fields blank. |
yes, no |
| Super Number | Employee's super member number. | Valid member number |
| Super Fund USI |
Current employee superfund USI. SPIN number not accepted. |
Valid USI |
| Super Percentage |
Current superannuation percentage. |
Decimal Number E.g. 11.5% is 11.5 |
Employee Tax Declaration Details
| Column Name | Column definition | Accepted format |
| TFN |
Employee's TFN TNF is required when nil is selected in the TFN Exemption field. |
123 456 789, 123456789 |
| TFN Exemption |
Does the employee have a TFN exemption?
|
leave blank/ nil, 1, 3, 4 |
| Previous Name | Employee's previous name. | Minimum 2 characters |
| Resident |
Is the employee a resident? Yes is unable to be selected if:
|
yes, no |
| Holiday Maker |
Is the employee a holiday maker? Yes is unable to be selected if:
|
yes, no |
| Claim Threshold |
Is the employee claiming the tax-free threshold? Yes is unable to be selected if:
|
yes, no |
| Debt |
Does the employee have a HELP, SSL or TSL debt? |
yes, no |
| Amount Withheld |
Does the employee want to claim or vary your tax offset by reducing the amount withheld from payments made to you? |
Dollar amount E.g. $300, it is 300 |
| Senior Pensioners |
Does the employee want to claim or vary the senior's and pensioner's tax offset entitlement by reducing
|
yes, no, single, illness-separated, couple |
Employee Medicare Levy Details
| Column Name | Column definition | Accepted format |
| Medicare Levy Q4 |
How much does your employee want your payer to increase the amounts withheld from you to cover the Medicare levy surcharge? You are unable to enter a rate if:
|
no, decimal number E.g. 1.5% is 1.5 |
| Medicare Levy Q5-11b |
Various Medicare Levy questions regarding exemptions and deductions. |
yes, no |
| Medicare Levy Q12 |
Does the employee have dependent children? If so, specify. |
no, 1, 2, 3, 4, 5, 6, 7, 8, 9, 10 |
Employee Right to Work Details
| Column Name | Column definition | Accepted format |
| Right to Work Check |
Employee's Right to Work Status |
citizen, other, leave blank |
| Passport Number |
Employee's current passport number. Mandatory if the following was selected for Right to Work:
|
Passport Number |
| Country of Issue |
Country the employee's passport was issued. Mandatory if the following was selected for Right to Work:
|
Country 3-digit shortcode. Please refer to the Definitions tab in your platform for further details. |
Other Details
| Column Name | Column definition | Accepted format |
| External ID |
ID Number used by your previous software. |
Alphanumeric |