Onboarding Assistant

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. 

Contents

1. Permissions
2. Bulk Uploads using the Onboarding Assistant
3. How to use the Onboarding Assistant
4. 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):

• Organisational Structure upload - you will need the Manage Units permission;
• Job Schedules upload - you will need the Manage Job Schedule Types permission; 
• Job Titles upload - you will need the Manage Positions permission;
• Benefit and Allowance Structure - you will need the Manage Benefits permission;
• Payroll Information - you will need the Manage Payroll permission. 
• 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;
• Competencies upload - you will need the Manage Courses permission;
• Qualifications upload - you will need the Manage Courses permission;
• Courses upload - you will need the Manage Courses permission;
• Switching mid-year to Talexio: Employee FS3 data - you will need the Manage Payroll permission;
• Switching mid-year to Talexio: Payroll FSS data - you will need the Manage Payroll 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 onboarding process is divided in four stages: 

1. Organisation structure
2. People
3. Training data
4. Past payroll data

How to use the Onboarding Assistant

For each section in the Onboarding Assistant, you will need to download a template, fill it in and upload that template.

It is important that you do not change the format of the template (if you remove or change any of the columns, then the upload will not be successful). 

To download a template, simply click on the Download Template button. The template will download to your computer's downloads folder.

After opening it, filling it in and saving it, go back to Talexio, and click on the upload button. If the file is uploaded successfully, you will see the successful upload message. If your file has missing/wrong data, you will get a warning with an error message. You will need to fix the data until the file is accepted. 

If you are stuck, you may click on the Help button for an explanation of the data you are expected to fill in:

Once a file is uploaded successfully, the upload button will change to a green tick mark. 

If the upload is unsuccessful, you will get an error message. 

Next Steps

Stay tuned for detailed information on each template!