HRIS / HCM Data

Worklytics supports importing Human Resource Information System (HRIS) data from CSV files to our platform. This data defines basic information about your personnel: join/leave date, manager, and potentially organizational structure (eg, dept, role, team, etc). We require this data to be provided in columns as specified below.

Each data row in the CSV will be a point-in-time snapshot of the HRIS record for an employee, as the employee appeared in your HRIS on the SNAPSHOT date. This effective time for the snapshot is provided either as the value of the SNAPSHOT column (preferred), or as a suffix (YYYYMMDD) of the filename immediately prior to the file extension (eg, employee_snapshot_YYYYMMDD.csv).

If a SNAPSHOT field value is provided, it will take precedence over the value parsed from the filename suffix. You MAY provide snapshots for multiple dates in a single file, but in such case you MUST provide a SNAPSHOT value for each row.

We recommend snapshots be generated WEEKLY, and that you initially provide one snapshot per week for the period of which you intend to analyze data. Eg, if it's currently June 2024, and you want analysis back to begining of the year, you'd send roughly 24 weeks worth of snapshots. It is simplest to split that into one file per week, even if you're providing the SNAPSHOT column.

Snapshots should include all active employees and all terminated employees, unless the latter were terminated before the earliest snapshot date you're providing (eg, the start of the period for analysis).

Individual employees can be excluded from processing by providing a WORKLYTICS_SAMPLE column with a value of false for employees to be excluded.

Suggested filename: employee_snapshot_YYYYMMDD.csv

Field Name	Required	Type	Description
SNAPSHOT	Unless in filename.	DATE	Snapshot date, the moment in time this row represents
EMPLOYEE_ID	Yes	STRING	Employee id in org's HR schema
EMPLOYEE_EMAIL	Yes	STRING	Employee's main email address
JOIN_DATE	Yes	DATE	Join date
LEAVE_DATE	Yes	DATE	Leave date or empty if current employee
LEAVE_REASON	No	STRING	VOLUNTARY or INVOLUNTARY
MANAGER_ID	Yes	STRING	Employee id of the manager as of the snapshot date
MANAGER_EMAIL	Only if manager not in the file (1)	STRING	Email of the manager as of the snapshot date
WORKLYTICS_SAMPLE	No	BOOLEAN (2)	Whether the individual should be included in data processing.
OFFICE_TZ	No	STRING	Time zone the employee is based (3)
OFFICE_START_HOURS	No	TIME_OF_DAY	When working day starts HH:MM format (24H format)
OFFICE_END_HOURS	No	TIME_OF_DAY	When working day ends HH:MM format (24H format)
ROLE	No	STRING	Role for individual as of the snapshot date
TEAM	No	STRING	Team this employee as of the snapshot date
DEPARTMENT	No	STRING	Department this employee as of the snapshot date
OFFICE	No	STRING	Assigned office of this employeea as of the snapshot date
COST_CENTER	No	STRING	Cost center this employee as of the snapshot date
REGION	No	STRING	Region this employee as of the snapshot date
TERRITORY	No	STRING	Territory this employee as of the snapshot date
LEVEL	No	STRING	Level this employee as of the snapshot date
LINE_OF_BUSINESS	No	STRING	Line of Business this employee as of the snapshot date
BUSINESS_UNIT	No	STRING	Business Unit this employee as of the snapshot date
BUSINESS_SEGMENT	No	STRING	Business Segment this employee as of the snapshot date
CUSTOM_GROUP_1	No	STRING	Custom groupings that do not map 1:1 with the basics provided, association is kept by customer, up to 50
CUSTOM_GROUP_[2-50]	No	STRING
GITHUB_USERNAME	No	STRING	A GitHub username to associated with employee (see connectors/github
GITHUB_USERNAME_ALT	No	STRING	An additional GitHub username to associate with employee (useful if using both GitHub Cloud and on-prem)

(1): If you include MANAGER_EMAIL and are using the pseudonymization proxy, ensure you modify the rules to pseudonymize it.

(2): Boolean types are case-insensitive, and can be provided as true, false, 1, 0, yes, no, y, n, t, f. Any other value will be considered false.

If WORKLYTICS_SAMPLE field is not provided in any file, we assume true, meaning anyone in the file is included in data processing.

If at least one file contains the WORKLYTICS_SAMPLE field, we assume it is in use and most recent value found for each employee prevails. If no value is found for an employee, we assume false.

(3): We use IANA time zones. See https://github.com/eggert/tz/blob/master/zone1970.tab

Example snapshots

Given this employee information

• Karen joined the company on 2021-06-15 as Senior Sales Rep. She's based in London, UK.

• Jaime joined the company on 2022-10-05 as Junior Sales Rep. He's based in London, UK. Karen is his manager. Role

• Alice joined the company on 2022-10-05 as Junior Sales Rep. She's based in Madrid, Spain. Karen is her manager.

• Alice left the company on 2022-10-20.

• All work in Sales TEAM

Here's an example of weekly snapshots during October, generated on Mondays, using ISO date format.

File: employee_snapshot_20221003.csv

SNAPSHOT,EMPLOYEE_ID,EMPLOYEE_EMAIL,JOIN_DATE,LEAVE_DATE,OFFICE_TZ,MANAGER_ID,ROLE,TEAM
2022-10-03,E-001,[e-mail],2021-06-15,,Europe/London,,Senior Sales Rep,Sales

Only Karen was in the company that week

File: employee_snapshot_20221010.csv

SNAPSHOT,EMPLOYEE_ID,EMPLOYEE_EMAIL,JOIN_DATE,LEAVE_DATE,OFFICE_TZ,MANAGER_ID,ROLE,TEAM
2022-10-10,E-001,[e-mail],2021-06-15,,Europe/London,     ,Senior Sales Rep,Sales
2022-10-10,E-002,[e-mail],2022-10-05,,Europe/London,E-001,Junior Sales Rep,Sales
2022-10-10,E-003,[e-mail],2022-10-05,,Europe/Madrid,E-001,Junior Sales Rep,Sales

Notes: Jaime and Alice are new in the system, included in the files

File: employee_snapshot_20221017.csv

SNAPSHOT,EMPLOYEE_ID,EMPLOYEE_EMAIL,JOIN_DATE,LEAVE_DATE,OFFICE_TZ,MANAGER_ID,ROLE,TEAM
2022-10-17,E-001,[e-mail],2021-06-15,,Europe/London,     ,Senior Sales Rep,Sales
2022-10-17,E-002,[e-mail],2022-10-05,,Europe/London,E-001,Junior Sales Rep,Sales
2022-10-17,E-003,[e-mail],2022-10-05,,Europe/Madrid,E-001,Junior Sales Rep,Sales

Notes: no changes

File: employee_snapshot_20221024.csv

SNAPSHOT,EMPLOYEE_ID,EMPLOYEE_EMAIL,JOIN_DATE,LEAVE_DATE,OFFICE_TZ,MANAGER_ID,ROLE,TEAM
2022-10-24,E-001,[e-mail],2021-06-15,,Europe/London,     ,Senior Sales Rep,Sales
2022-10-24,E-002,[e-mail],2022-10-05,,Europe/London,E-001,Junior Sales Rep,Sales
2022-10-24,E-003,[e-mail],2022-10-05,2022-10-20,Europe/Madrid,E-001,Junior Sales Rep,Sales

Notes: Alice quits. The system will automatically bind Alice's data to her work stint.

Configuring Connection in Worklytics

1. Log in to Worklytics (your user needs the Data Connection Admin role).

2. Select the appropriate connector depending on your needs:

• HRIS Data Import connector: processes the data input directly

• HRIS Data Import via Psoxy connector: performs pseudonymization of the data input before processing it

3. Whichever connector you've chosen, follow the instructions to complete the connection:

• Select the Parser setting: EMPLOYEE_SNAPSHOT

• Select the Date format setting: US or ISO, matching your HRIS export date format.