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Onboarding Assistant: People

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Overview

When adding data to your Talexio account, you may either input details individually or in bulk. The Onboarding Assistant is a tool which will facilitate the bulk onboarding of your data, be it employee data, leave data, organisation data, training data, or past payroll data. This article will explain the second step of the onboarding process: the employees. For instructions on the first step (organisation structure), click here. 

Users may choose to input employees on Talexio one by one, using the add new employee button, or else in bulk through the onboarding assistant. Both buttons are found in the People section:

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Contents

  1. Permissions
  2. Bulk Uploads using the Onboarding Assistant
  3. Employees Template
  4. Employees' Benefits and Allowances Template
  5. Employees' Overtime and Basic Rates Template
  6. Leave Entitlement Adjustments - such as 2022 carry over Template
  7. Transferring banked hours Template
  8. Any Leave Taken in 2023 Template
  9. Next Steps

Permissions

To access the Onboarding Assistant, you will need the Manage All Employee Data permission. The permissions required to upload templates via the onboarding assistant depend on which templates you are looking to upload (each one needs to be set on global):

  • Employees upload - you will need the Manage All Employee Data permission;
  • Employees' Benefits and Allowances upload - you will need the Manage Employment Position History permission; 
  • Employee Overtime and Basic Rates upload - you will need the Manage Employment Position History permission; 
  • Leave Entitlements - such as 2021 carry over upload - you will need the Manage Payroll permission;
  • Any Leave Taken in 2022 upload - you will need the Approve Leave permission;

Check out this article for the specifics of each of these permissions.

 

Bulk Uploads using the Onboarding Assistant

To access the Onboarding Assistant, you will need to go to the People section. There, click on Onboarding Assistant:

The first thing you will see is the Organisation Structure. Click on next to navigate to the People onboarding process:

 

Employees Template

The first item that needs to be addressed is the upload of employees. 

Click on the 'download template' button. An excel spreadsheet will download for you. Open this and you will see the following:

This template includes the most fields, so it merits its own separate article. Click here for detailed instructions. 

 

Employees' Benefits and Allowances Template

The second item that needs to be addressed is the upload of employee benefits and allowances. In the previous page, we discussed uploading the benefit/allowance structure. There, you would have uploaded the benefits and allowances offered by your company. In this upload, you will be assigning those benefits/allowances (or any number of which) to employees (as well as specifying the annual monetary amount applicable to them.  

Click on the 'download template' button. An excel spreadsheet will download for you. Open this and you will see the following:

  • Employee Code: here, you need to input the employee code specified in the employee list upload (from the previous step). The employee code is used to map the benefit to the relevant employee. This is a mandatory field.
  • Benefit Code: this is the abbreviated benefit name (as inputted in the Benefits/Allowances Structure). If you do not know this by heart, you may click on the drop down menu or navigate to the third tab in the template:


  • Value: this relates to the annual monetary amount of the allowance. So, for example, let's say an employee will be receiving a monthly mobile allowance of €35. In the Value field, you will need to input €420 (€35 x 12 months). The annual amount will then be given to the employee as a monthly figure of €35 in each payroll (in the case of monthly payrolls).
  • Start Date/End Date: these fields are not mandatory. The benefits/allowances inputted will be mapped to the employee's employment position and be given to the employee over the duration of their employment. So, for example, an employee has a position from 01/01/2023 till 31/12/2023. The allowances/benefits applicable to this employee will be given over the duration of this employment. So there is no need to input a start date and end date for the benefits. 
    If, on the other hand, the employee is employed for the duration of 2023, but the allowance is only applicable for the second half of the year, then you would need to input 01/07/2023 as a Start Date and 31/12/2023 as an End Date. 

Employees' Overtime and Basic Rates Template

The third item that needs to be addressed is the upload of overtime and basic rates. Click on the 'download template' button. An excel spreadsheet will download for you. Open this and you will see the following:

  • Employee Code: this refers to the employee's employee code (it can be found in the drop down menu, or in the second tab of the upload template);
  • Apply to Position: There are six options to choose from here:
    • Current position: this means that the overtime/basic rates will apply to the employee's current position;
    • Past positions: this means that the overtime/basic rates will apply to any past positions that the employee might have (but it will not affect the current position); 
    • Future Positions: this means that the overtime/basic rates will apply to any future positions (those with a start date set in the future);
    • Current and future positions: this means that the overtime/basic rates will apply to both current and future positions (past ones will not be affected);
    • Current and past positions: this means that the overtime/basic rates will apply to current and past positions (future ones will not be affected);
    • All positions: this means that the overtime/basic rates will apply to all the positions that the employee(s) may have. 
  • Basic Rates % Saturday/Sunday/Public Holiday/Public Holiday on a Sunday: here you will need to input the PERCENTAGE rate applicable when an employee works basic hours on Saturday, Sunday, Public Holiday, and/or Public Holiday on a Sunday. Here, 100% means that this rate is the same as the employee's basic hourly rate (1:1). 150% means that this rate is 1.5 times the basic hourly rate (1.5:1), 200% means that this rate is double the basic hourly rate (2:1), etc. 
  • Basic Rates Saturday/Sunday/Public Holiday/Public Holiday on a Sunday (Applies only on Shift): This is a YES or NO field. If YES is selected, then the basic rates specified previously will only apply if the employee has a published shift on the day (this only applies to users who have the Time and Attendance module). 
  • Basic Rates Saturday/Sunday/Public Holiday/Public Holiday on a Sunday (Grant leave entitlement):  This is a YES or NO field. If YES is selected, then if an employee were to work basic on such days, then the employee would be granted additional leave these hours worked (in addition to being paid at the specified rate);  
  • Overtime Standard/Saturday/Sunday/Public Holiday/Public Holiday on a Sunday: here you will need to input the PERCENTAGE rate applicable when an employee works overtime hours as part of their normal week (Standard), on a Saturday, Sunday, Public Holiday, and/or Public Holiday on a Sunday. Here, 100% means that this rate is the same as the employee's basic hourly rate (1:1). 150% means that this rate is 1.5 times the basic hourly rate (1.5:1), 200% means that this rate is double the basic hourly rate (2:1), etc. 
  • Overtime Standard/Saturday/Sunday/Public Holiday/Public Holiday on a Sunday (Specify Hourly Rate): the previous field relates to percentage rates. If you would rather input an hourly figure, you may specify that here. For example, an employee's basic hourly rate is €10/hour, but when they work standard overtime, they are to be paid €11.25/hour. In that case, you would input 11.25 in this field. 

Leave Entitlement Adjustments - such as 2022 carry over Template

The fourth item that needs to be addressed is the upload of leave entitlements. By default, employees will have the yearly entitlement (click here for more info on this). This template will allow you to add additional entitlement in bulk. Click on the 'download template' button. An excel spreadsheet will download for you. Open this and you will see the following:

  • Employee Code: this refers to the employee's employee code (it can be found in the drop down menu, or in the second tab of the upload template). This field is mandatory; 
  • Leave Type: this field includes a drop down of all the leave types saved on your account. You may add more by going through the instructions here. This field is mandatory;
  • Pay Type: This field is mandatory, and it is there to specify whether the uploaded leave entitlements are:
    •  FULL_PAY; 
    • HALF_PAY; or
    • UNPAID. 
  • Hours: this field is to specify how many hours of entitlement are being added for the relevant employee. This field is mandatory;
  • Year: this field is filled in with a year (2022, 2023, etc) to specify that the hours uploaded are to be added to the entitlement of that year. This field is mandatory; 
  • Description: this field is mandatory. Here, you will fill in a phrase or word to describe what the uploaded hours are for;
  • Carried Forward: this is a YES or NO field, and it is not mandatory. If you select YES, the amount of hours will be considered as carried forward from the previous year;
  • Expiry date: this is another non-mandatory field. If the uploaded leave has an expiry date (i.e. it must be consumed by a certain date) then you will need to input that date here. The format for this is dd/mm/yyyy. 

Transferring banked hours Template

The fifth item that needs to be addressed is the upload of hours banked during the year. Click on the 'download template' button. An excel spreadsheet will download for you. Open this and you will see the following:

  • Employee Code: this refers to the employee's employee code (it can be found in the drop down menu, or in the second tab of the upload template). This field is mandatory; 
  • Transfer From Leave Type: this refers to the leave type you are transferring the hours away from.
  • Transfer To Leave Type: this refers to the leave type you are transferring the hours to.
  • Hours: this refers to the number of hours being transferred.
  • Year: this refers to the year in which the banked hours will be deposited. 

For more information on banked hours, click here. 

Any Leave Taken in 2023 Template

The sixth item that needs to be addressed is the upload of leave taken during the year. Click on the 'download template' button. An excel spreadsheet will download for you. Open this and you will see the following:

  • Employee Code: this refers to the employee's employee code (it can be found in the drop down menu, or in the second tab of the upload template). This field is mandatory; 
  • Leave type: this field includes a drop down of all the leave types saved on your account. You may add more by going through the instructions here. This field is mandatory;
  • Date From/Date To: this refers to the date(s) the leave was taken. If the leave refers to one day only, then both the From and To dates must be the same. It is important that the From date is never later than the To date. The date format here needs to be dd/mm/yyyy. This field is mandatory;
  • Time From/Time To: this refers to the time the leave was taken. It is important that the time From is never later than the time To. The format here needs to be HH:MM, for example 08:00;
  • Pay Type: there are three types (this is mandatory):
    • FULL_PAY
    • HALF_PAY
    • UNPAID
  • Comment: this is a non-mandatory field whereby you can add a comment near a leave entry. 

    Please note that leave uploaded this way will automatically show as approved (since the uploader requires the approve leave permission to complete this). 

Next Steps

Click next to navigate to the Training bulk onboarding process.

If you do not have the Training Module, you will see Past Payroll Data as the next and final step. 

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