Bulk import your Employees

Before You Start

Prepare your permission groups

To make sure your import works as expected, set up the different user permission groups for Tātou Office and Tātou Field before importing new employees—employees with no user permissions cannot log in to Tātou Office or Tātou Field. If a row in your spreadsheet refers to a permission group that doesn’t exist, it will be created with no permissions granted.

User permissions are used to determine who from your organisation has access to the Tātou Field and Tātou Office apps, and what they can see and/or make changes to. You can set certain levels of permissions for different groups of people.

Download the template

Download a copy of our template spreadsheet file to get started. You can open and edit this file using a spreadsheet program such as Microsoft Excel, or Google Sheets.

Make sure to save your spreadsheet as a .xlsx file or .csv file.

Step 1: Fill in the Details

Enter the details for your employees in your spreadsheet. Simply create a new row for each new employee, with the appropriate details.

A list of the spreadsheet fields and what they mean can be found below:

• staff_id (required)

  • A unique identifier for the employee.

  • Example: BI2020

• first_name (required)

  • The first name of the employee.

  • Example: Benji

• last_name (required)

  • The last name of the employee.

  • Example: Iosefo

• email (required if an employee requires access to Tātou Office)

  • The employee’s email address—this is required if the employee requires access to Tātou Office.

  • Example: b.iosefo@example.com

• job_title

  • The employee’s job title.

  • Example: Crew member

• default_role (required)

  • The default role which this employee will take on. If this role doesn’t exist, a new one will be created.

  • Example: Crew member

• additional_roles

  • Any additional roles this employee may take on. Comma-separated list.

  • Example: Machinery, Supervisor

• start_date (required)

  • The starting date for this employee, in the format DD/MM/YYYY.

  • Example: 20/09/2020

• contract_type

  • The type of contract the employee has; must be one of the following:

    • Casual

    • Fixed

    • Permanent

  • Example: Fixed

• season

  • The season during which the employee will work; must be one of the following:

    • All year

    • Summer

    • Winter

    • Varied

  • Example: Summer

• recruitment_type

  • How the employee was recruited; must be one of the following:

    • NZ Employee

    • NZ Seasonal Scheme

    • Skilled Work Visa

    • Working Holiday Visa

    • R.S.E.

    • WINZ

    • Pacific Quota

  • Example: R.S.E.

• joint_atr

  • The company with which this R.S.E. employee has a joint ATR (Agreement to Recruit).

  • Example: Acme Contracting Ltd

• passport_nationality (required)

  • The nationality of the employee, as displayed in their passport.

  • Example: Samoa

• birth_date

  • The D.O.B. of the employee—this is required if the employee is under 20 years old.

  • Example: 02/05/1989

• hourly_rate

  • The hourly rate of the employee—if this is provided, it must be equal to or more than the current minimum wage for the country which the organisation is based in. You do not need to include the currency, this is automatically determined based on your organisation’s region settings.

  • Example: 22.45

• hourly_rate_effective_date

  • The date from which the employee’s hourly rate is effective from in the format DD/MM/YYYY—use this if you are changing the employee’s hourly rate.

  • Example: 15/01/2021

• permission_group

  • The user permissions group which this employee will need—this determines which apps the employee has access to, and what they can see and/or make changes to.

  • Example: Crew member

• send_activation_instructions

  • Whether or not this employee is sent activation instructions for their Tātou account. Enter TRUE to send instructions, or FALSE to skip this.

  • Example: TRUE

If you are using the Bulk Import feature to update existing employees, make sure that the staff_id field matches exactly what you have on file for employees.

Step 2: Import your File

To import your file, open Tātou Office, and find your list of employees by clicking on Admin and then Employees. Click on the IMPORT button, and then click the UPLOAD button to select your file.

If a row in your spreadsheet contains an employee that already exists, this row will be skipped. If you are using the Bulk Import feature to update information for existing employees, click the toggle to change the setting from Skip Existing Rows to Update Existing Rows.

Clicking CONFIRM will import your file—your changes have instantly been made!