Preparing Your Demographics

Demographics Guide

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.

Hint: all the demographic groups you'd like to see in your reports you'll want to include 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.

  • Location (Country, State, Office Location)

  • Division

  • Department

  • Team
  • Manager (Direct Manager or various manager levels)

  • Level, Contributor Type (exec, manager, individual contributor)

  • Employee Type (Full-time, Part-time, Contract, Hourly, etc)
  • Job Family
  • Job Title (if there are enough people with the same title to group them)

  • Gender

  • Time in Role (based on date person started a new role/job, e.g. promotion date)
  • Tenure bands (calculated automatically if you include start date)

  • Age range (calculated automatically if you include birth date)

Less common demographics:

  • Performance rating

  • Compensation factors (bonus or equity eligibility)

  • Salary Grade
  • Ethnicity

  • Introversion/Extroversion or some other personality type indicator

  • Key talent indicator
  • Social connection: ‘I knew someone at [the company] prior to joining.'

  • Management level

  • Acquired company
  • Recruitment source
  • Access or completion of Mentorship/Training programs

  • Recent promotions

  • Use of product/service

  • Part of mentor/buddy program

2. Create a 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. 

Tips for individual demographic fields:

  • Name: It must be called 'name' (not full name, not nickname, etc.) This column is only used by the system for addressing recipients of system-generated emails (survey invites & reminders and account or report sharing invites if granted access). You can populate first names (or nicknames) only as this is what generally appears in a greeting. 
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 Reports.
  • Start Date/Date of Birth: All dates should be formatted as "mmm dd, yyyy" (eg. Jun 05, 2015). The date columns are used for Age and Tenure calculations, so there's no need to load age and tenure separately. Use 'Start Date' and 'Date of Birth' as the name for these demographics. See custom date format image below:

  • Language: This column is optional, and only used when you have other languages configured for your account. It represents a person's preferred language.
  • The order of the columns: This will be reflected in the employee's demographics profile via the Users page, so grouping similar fields together is advisable (e.g. Division, then Department, then Team).
  • Your file can only have one sheet, e.g. if you used more than one sheet 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 this message: Invalid data format. Please make sure you have followed the required order.
  • The file can't have a password, can only be 1 sheet, and demographic field names shouldn't be too long (25-30 characters max).

3. Upload your file. Once your employee data file is ready to go, upload the file to your account (Administration > 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.

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