Bulk user file format guides

Below are bulk user file format guides for Administrators, Substitutes, and Employees.

Administrators:

Field	Required	Description	Character Limit
Role	Yes	Must be “Administrator”	N/A
Email	Yes		255
First Name	Yes		20
Last Name	Yes		20
Personnel ID	Yes	The administrator’s unique identifier	50
Phone	No		15
Country Code	No	Country codes format the administrator’s phone number. Examples: United States Canada Japan Mexico Germany Austria If no country code is specified for a brand-new administrator, Absence & Substitute will default to “United States” for that administrator.	N/A
Address Line 1	No		50
Address Line 2	No		50
City	No		50
State / Region	No		N/A
Postal Code	No		10
Job Classification 1	No	The type of employee the administrator should oversee. If the administrator should oversee multiple job classifications, add columns for Job Classification 2, Job Classification 3, etc. and specify the additional job classifications. Examples: Teacher Paraprofessional Food Service Custodial Grounds Transportation Front Office If no job classification is specified for a brand-new administrator, Absence & Substitute will default to all job classifications for that administrator.	N/A
Site 1	Yes	The site the administrator should oversee. If the administrator should oversee multiple sites, add columns for Site 2, Site 3, etc. and specify the additional sites. If no site is specified for a brand-new administrator, Absence & Substitute will default to all sites for that administrator.	N/A
Account State	No	“Active” or “Inactive” If no account state is specified for a brand-new administrator, Absence & Substitute will default to “Inactive” for that administrator.	N/A
Permission Group	No	The Permission Group each administrator should have that governs the actions they can perform. The permission groups must be preconfigured in Absence & Substitute.	N/A
[CF] “Custom Field Name”	No	Administrator level value for the custom field specified in the header (custom field must be created in Absence & Substitute first).	50

Substitutes:

Field	Required	Description	Character Limit
Role	Yes	Must be “Substitute”	N/A
Email	Yes		255
First Name	Yes		20
Last Name	Yes		20
Personnel ID	Yes	The substitute’s unique identifier	50
Phone	No		15
Country Code	No	Country codes format the substitute's phone number. Examples: United States Canada Japan Mexico Germany Austria If no country code is specified for a brand-new substitute, Absence & Substitute will default to “United States” for that substitute.	N/A
Address Line 1	No		50
Address Line 2	No		50
City	No		50
State / Region	No		N/A
Postal Code	No		10
Job Classification 1	Yes	The substitute’s job classification. If the substitute has multiple job classifications but not all, add columns for Job Classification 2, Job Classification 3, etc. and specify the additional job classifications the substitute should have. Examples include: Teacher Paraprofessional Food Service Custodial Grounds Transportation Front Office	N/A
Account State	No	“Active” or “Inactive” If no account state is specified for a brand-new substitute, Absence & Substitute will default to “Inactive” for that substitute.	N/A
[CF] “Custom Field Name”	No	Substitute level value for the custom field specified in the header (custom field must be created in Absence & Substitute first).	50

Employees:

Field	Required	Description	Character Limit
Role	Yes	Must be “Employee”	N/A
Email	Yes		255
First Name	Yes		20
Last Name	Yes		20
Personnel ID	Yes	The employee's unique identifier	50
Phone	No		15
Country Code	No	Country codes format the employee's phone number. Examples: United States Canada Japan Mexico Germany Austria If no country code is specified for a brand-new employee, Absence & Substitute will default to “United States” for that employee.	N/A
Address Line 1	No		50
Address Line 2	No		50
City	No		50
State / Region	No		N/A
Postal Code	No		10
Substitute Eligible	No	The employee’s substitute eligibility status “Yes” for employees that may require a substitute “No” for employees that never require a substitute If no substitute eligibility is specified for a brand-new employee, Absence & Substitute will default to “Yes” for that employee.	N/A
Job Classification 1	No	The employee’s 1st job classification If the employee has multiple job classifications, add columns for Job Classification 2, Job Classification 3, etc. and specify the additional job classifications the employee should have. Examples include: Teacher Paraprofessional Food Service Custodial Grounds Transportation Front Office	N/A
Job Position 1	Yes	The employee’s 1st job position Job positions are mapped to their parent job classification. If the employee has multiple job positions, add columns for Job Position 2, Job Position 3, etc. and specify the additional job positions the employee should have. Examples of Teacher job positions: Kindergarten Teacher 1st Grade Teacher 7th Grade Math Teacher High School Science Teacher Art Teacher Examples of Food Service job positions: Head Cook Assistant Cook Cafeteria Manager If no job position is specified for a brand-new employee, Absence & Substitute will default to all job positions for the job classification of that employee.	N/A
Site 1	Yes	The employee’s 1st site If the employee has more than 1 site, add columns for Site 2, Site 3, etc. and specify the additional sites the employee should have.	N/A
Calendar 1	No	The employee’s calendar If no calendar is specified for a brand-new employee, Absence & Substitute will not assign the employee a calendar.	N/A
[LBR] “Leave Reason Name”	No	Employee Leave Balance for the leave reason/accrual type specified in the header	N/A
[LBR][Balance On]	No	Date after which all leave taken in Absence & Substitute will deduct from the leave balance provided	N/A
Approval Step 1 Approver Id	No	The employee’s 1st Step 1 approver’s employee Id If the employee has multiple Step 1 approvers, add up to 4 additional columns with the same header “Approval Step 1 Approver Id” and specify the approver’s employee Id. If no approver is specified, any administrator that can see the employee (based on the admin’s sites and job classifications) and has the “Approve/Deny” permission can approve absences requiring approval for that employee.	N/A
Approval Step 2 Approver Id	No	The employee’s 1st Step 2 approver’s employee Id If the employee has multiple Step 2 approvers, add up to 4 additional columns with the same header “Approval Step 2 Approver Id” and specify the approver’s employee Id. If no approver is specified, any administrator that can see the employee (based on the admin’s sites and job classifications) and has the “Approve/deny” permission can approve absences requiring approval for that employee.	N/A
Account State	No	“Active” or “Inactive” If no account state is specified for a brand-new administrator, Absence & Substitute will default to “Inactive” for that administrator.	N/A
[PC] “Job Classification Name”	No	Job classification associated with the imported payroll/account code for that employee (e.g., Teacher, Para)	N/A
[PC] Code 1	No	Payroll/account codes to pay the substitute when the employee is absent If the employee is split funded add up to 4 additional columns with the headers: [PC] Code 2, [PC] Code 3, [PC] Code 4, [PC] Code 5 and the applicable account codes.	50
[PC] Percentage 1	No	Percentages tied to each account code that pays the substitute (100% if one account code exists) If the employee is split funded add up to 4 additional columns with the headers: [PC] Percentage 2, [PC] Percentage 3, [PC] Percentage 4, [PC] Percentage 5 and the applicable percentages for each account code as specified in the [PC] Code columns.
[CF] “Custom Field Name”	No	Employee level value for the custom field specified in the header (custom field must be created in Absence & Substitute first).	50