Employer Management – Bulk Adding and Updating of Employer Data and Amending Employer Hierarchy 

Introduction  

It is possible to add new, update existing employers, and update the employer hierarchy in bulk within Bud, by supporting a CSV file of records to be updated. This is helpful if you have a large number of records you wish to add or update and don’t wish to update each record individually.

Please read this article to provide guidance and support in using this functionality as there are some key tips on how to create the data correctly and ensure a successful bulk upload.

User Roles 

  • Employer Admin 
  • General Admin 
  • Ops Manager 
  • Sales 

How to:  Bulk Adding and Updating of Employer Data and Amending Employer Hierarchy

The video below shows how to access the relevant area within Bud to bulk add and update employer data including the employer hierarchy: 

Once you have navigated to this area you will be presented with a screen to upload your file, which will then be validated. If any of the contents are invalid, then you will not be able to proceed. An error message will be displayed indicating which fields are invalid. These errors will need to be resolved before you are able to proceed.

Once any errors have been resolved, you’ll receive confirmation of which records are going to be added or updated for a final check. If you are happy, you can proceed, and the records will be added or updated in Bud.

Please note a template of the CSV can be found at the bottom of this article.

Ahead of using the bulk upload for creating and adjusting the employer hierarchy, please familiarise yourself with how the employer hierarchy functionality works to ensure the desired result, by reviewing the employer hierarchy article here. 

Data Formatting – Create Employer  

Data will need to be supplied via a CSV file which contains the following column headers: 

  • Employer ID – A globally unique identifier(GUID) for the employer (optional) as highlighted below:

employer_GUID_V1.png

  • Parent ID – The parent globally unique identifier(GUID) of the parent employer if required (optional)
  • Name – The employer name
  • Levy Payer–Is the employer a levy payer.A value of: 0 = false (not levy payer), 1 = true (is levy payer) (optional)
  • ERN – The employer reference number – must be a 9 digit numeric value (optional)
  • Agree ID  – Must be 6 alpha-numeric characters (only to be provided if employer is a Levy Payer)
  • Location ID – A globally unique identifier (GUID) for the location (optional)
  • Address line 1 – The first line of the address 
  • Address line 2 - The second line of the address (optional)
  • Address line 3- The third line of the address(optional)
  • Post Town – The post town for the employer
  • Postcode – The postcode for the employer
  • Type of location – (optional)
  • Contact ID–A globally unique identifier (GUID) for the contact (optional)
  • First name – The first name of the employer contact
  • Last name – The last name of the employer contact
  • Email – The email address of the employer contact
  • Phone– The phone number of the employer contact using the format +44xxxxxxxxxx/0xxxxxxxxxx (optional)
  • Job role – The job role of the employer contact

If an Employer ID and Contact ID are not provided, it is possible to create duplicate records if the same file is accidentally uploaded again. Including Employer ID or Contact ID will prevent this and will present an error if the same Employer ID or Contact ID is/are entered.

Data Formatting – Update Employer 

Data will need to be supplied via a CSV file which contains the following column headers: 

  • Employer ID – A globally unique identifier (GUID) for the employer 
  • Name – The employer name 
  • Address Line 1 
  • Address Line 2 (optional) 
  • Address Line 3 (optional) 
  • Post Town – The post town for the employer 
  • Postcode – The postcode for the employer 
  • Type of location (optional) 

Can provide both Name AND location (Address Line 1, Address Line 2, Address Line 3, Post Town, Post Code), OR just Name, OR just location (Address Line 1, Address Line 2, Address Line 3, Post Town, Post Code), leaving the other empty. 

Data Formatting – Create/Update Employer Hierarchy 

  • Employer ID – A globally unique identifier (GUID) for the employer
  • Name – The employer`s name
  • Address line 1
  • Address line 2 (optional)
  • Address line 3 (optional)
  • Post Town – The post town for the employer
  • Postcode – The postcode for the employer
  • Type of location (optional)

You can provide both the Name AND location (Address Line 1, Address Line 2, Address Line 3, Post Town, Postcode), OR just Name, OR just location (Address Line 1, Address Line 2, Address Line 3, Post Town, Postcode), leaving the other empty. 

If an Employer ID is not provided, it is possible to create duplicate records if the same file is accidentally uploaded again. Including an Employer ID will prevent this, and will present an error if the same Employer ID is entered.

Supporting Datawarehouse Standard Report

When updating employer details or the employer hierarchy, you can use the ‘Bulk upload Employer’ report found under ‘Standard Reports’ which will provide you with an export of the details for current employers in Bud. You can then alter this report as required to make the updates, and use to upload via the bulk upload functionality.

Note, depending on which update option you are completing, (update employer or amend employer hierarchy) you will be required to remove some columns to meet the required fields of the bulk upload option as listed above.

Tips for Creating Data in Excel 

  • The files submitted for bulk upload must be a CSV. File format selected when saving the file.
  • It is possible to override the file format extension when naming the file – this is not sufficient, the file must be saved as a CSV specifically or the upload will fail.
  • It is possible to accidentally add a space or random character in an empty row and the bulk upload validation will error this row. To avoid this, it is worth highlighting rows below your final row (Highlight the first empty row and press Ctrl, Shift, down arrow), and delete or clear these rows to be sure there are not any accidental characters in unrequired rows.
  • It is possible to upload duplicate data files if unique identifiers are not used as noted above. Another way to prevent this from happening is to name your files with the date of upload and double check ahead of uploading the data, that this has not already been uploaded.

Bud Recommends  

For ease, you can use the attached templates for these bulk upload options, each of which has the columns the files requires.

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