Employee Data Transfer Specifications

For organizations with many employees, manually entering employee records into any LMS can be time-consuming. To help with this, CrunchTime! has created an Employee Data Transfer process that automates adding employees to the LMS both for initial LMS setup and for ongoing roster updates and changes. Use the following specifications to create an Employee Data Transfer file of your employee data and send the file to CrunchTime!.

Specifications

File Preparation and Transfer

The file must be a tab-delimited text file. A specific file name is not required but the file name cannot contain dots/periods except for the single one that introduces the txt file type suffix (E.g.: mybatchuploadofemployeedatafile.txt). We do, however, recommend that you include the date and time in the file name to make troubleshooting easier in case of a problem.

Files can be sent as often as you like except during our daily maintenance window of 3 AM ET to 5 AM ET.

Your organization can submit a combined file that covers multiple stores, brands, regions, etc. or can submit separate files for each entity. The files you send will be held for seven days; after seven days they will be deleted.

Send files to sftp.discoverlink.com. Our Client Services team will provide you with unique credentials for access to the site. We will process your file immediately upon receipt. Please do not send files during our daily maintenance window of 3 AM ET to 5 AM ET.

File Contents

Employee Data Transfer files should only contain the additions and changes made since the last file was sent. Do not send a full roster each time. If no additions or changes have been made since the last file, then send no file at all. Please do not send an empty file.

The first line (row) of the file must contain the variable names, selected from the following list (names are case sensitive):

About Commands

When needed, use the following Command variables:

• ADD (case sensitive) will:

  • Add a new employee

  • Change existing information

  • Move an employee

  • Activate an inactive employee

• DELETE (case sensitive) will:

  • Inactivate an Employee – completions will remain, but user will not be included in reports

The Command variable is not necessary if the file is only used to add new employees. But when the ADD is omitted, you must omit the column entirely.

Follow these rules for using the Command variable:

• If your file is all ADDs, omit the column entirely

• If your file is all deletes or is mixed use, include the column and make an entry in each row (any rows with a blank will error out)

• Never include the column and leave it all blank

About JobTitle

The JobTitle is the Role. If a JobTitle variable is not included, all employees will be added as Hourly. JobTitle names must match your default or customized Role names on CrunchTime! TalentLink exactly (e.g., Team Member, Manager).

About LogonID

Please adhere to these guidelines when creating LogonIDs:

• Spaces, apostrophes, and special characters are not allowed

• We recommend omitting name suffixes like Jr., Sr., and II

• LogonIDs must be unique across the entire campus - first initial, last name, last four digits of a Social Security Number works well to avoid duplicates as do unique employee numbers

• Always retain leading zeros in employee numbers or when using the last four digits of a Social Security Number

• Many non-English characters can successfully work in a LogonID, but the user must remember to use them in that same format when logging on

Note: The LogonID is a required unique identifier for all transactions and it cannot be changed via the Employee Data Transfer process.

About Password and Password Security

• Spaces and apostrophes are not allowed

• Passwords are case sensitive and must be a minimum of 4 characters

• While Password can be entered when a new employee is created, Password cannot be updated or changed via the Employee Data Transfer process

• If Complex Password or Reset Password is enabled for a campus, the Email field becomes required for all users, any users entered without an email address will not be added to the campus

Employee Data Transfer Field List