1. Decide on your Demographics
If you're running an attributed survey (a survey associated with employee data), you'll create a report with your demographics and then load it into the system. Under Survey Configuration > Design > Demographics you may need to check the boxes of the demographics that you'd like to see in your reports. Hint: Include all the demographic groups you'd like to see in your reports in your employee data file. Here is a list of common demographic groups you might include in your employee data file. You can extend the demographics to include as many classifications as you like, so think about which ones may be appropriate and whether you have the data.
|Most Common Demographics:|
Less Common Demographics:
2. Create your report
From your HRIS create a report with the demographic information you’d like to see on your reports. You can make a copy of the template (save in Excel locally) and copy and paste your data here. Columns A-G should match the template if you're using them. If any demographic fields are unused you can delete them from the spreadsheet template. Name and either Employee ID or Email are the required columns of data. The rest is optional.
Important Formatting Tips:
- Field names for personal details must match the template field names (Name, Preferred Name, Email, Employee ID, and if you choose to include: Date of Birth, Start Date, End Date, Language)
- If you plan to create a hierarchy, or already have a hierarchy enabled, every employee except one must be assigned a manager using a unique manager identifier (e.g. Manager Email or Manager ID)
- All dates should be formatted as "mmm dd, yyyy" (eg. Jun 05, 2015). The dates in the Date of Birth and Start Date fields are used for Age and Tenure calculations, so there's no need to load age and tenure separately. Instructions for customizing the date in Excel can be found here: Create a custom date format
- The Language column is optional, and only used when you have languages other than English configured for your account. This field indicates a person's preferred language and determines in which language they will receive their communications (if applicable). The value entered must be lowercase letters.
- The order of the columns will be reflected in the employee's Demographics from the Users page, so grouping similar fields together is advisable (e.g. Division, then Department, then Team).
- Demographic values with the same characters but different capitalisation (e.g. ‘Melbourne’ and ‘melbourne’) will be merged using the first value provided.
- Your employee data file can only have one sheet, e.g. if you used more than one worksheet to pull your employee data together with pivot tables, etc., these will need to be removed (or just copy your final data set to a new file)
- The file name can't contain any special characters or punctuation, or you will get an
Invalid data format. Please make sure you have followed the required ordererror.
- The file can't have a password
- The file can't have any hidden columns
- The file header row (first row) can only contain Text characters, no invisible control characters (like Shift-In)
NOTE: If you are running or planning on running Effectiveness Surveys, use the first and last name for the 'name' demographic. This will be necessary when looking at your Activity Dashboard in your Effectiveness Reports.
3. Upload your file
Once your employee data file is ready to go, upload the file to your account (Account Admin > Users > Import Users > Choose File > Upload). Preview the data and confirm the correct demographics will be processed. You can restart the process if you need to go back and adjust your employee data file and re-load.
4. Preview reports
You can now preview what your reports will look like and adjust any demographic data. In the upper right corner click on Preview and you will see a sample report with sample data and your actual demographic fields. You can add any demographic fields as needed by adding additional columns and re-loading the complete file as you did in step 3 above.
Unique identifiers for Users
People can have the same first and last names within an organization, but most systems use an employee number, or employee id to tell who is who. If your organization uses employee identifiers, these can be included in the file and will load into Culture Amp as the Employee Id field. If your organization does not currently use a numbering system for employees, then Culture Amp will use a person's email address to uniquely identify them in the system. A consequence of this approach is that when a person's email address is changed using the Import Users process, the system treats this event as a 'new' person being added, and the existing person (with the old email address) being removed. It may be preferable to change email addresses manually (if there's just a few of them) by clicking the user's name in Culture Amp and editing the field directly.