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Uploading Your People Data

CONTENTS

  • Preparing your data
  • Key points to consider
  • Employee demographics
  • Customise your set up
  • CSV upload
  • Map demographics
  • Survey Exclusions
  • Job Grades
  • Regional Recognition
  • Eligibility
  • Employment Groups
  • Confirm Data

Preparing your data

Preparing your data is a crucial step, so start by ensuring your information is cleansed and structured properly.

Key points to consider

Before starting the upload, familiarise yourself with these key points for a smooth upload:

  • Your data file should include all employees you want to include in the survey, plus your leader(s). If you’re opting for accreditation and list recognition, all eligible UK employees must be surveyed.
  • File type for employee data needs to be CSV format-UTF-8.
  • No blank columns in your file. Any blanks can cause issues during the upload.
  • Include column headings in your CSV file. This is crucial to help us map and identify your data correctly.
  • Demographic data will not need formatting. For example, if you’re uploading salary data, just input the whole number. Our system will automatically group it into bands to maintain employee anonymity.

Employee demographics

When collating your data, please ensure you include all mandatory demographics below for each employee. Optional demographics, can be included in your data, asked in the survey, or excluded all together.

Mandatory

Optional

First Name

Data of birth

Surname

Start date

Workplace Email

Contracted weekly hours

Workplace Postcode

Job role

Job Grade/Level (More info here)

Annual Salary

Employment Group (More info here)

Sex

Employee ID

  

Manager Employee ID

  

 

Please click here for further guidance on optional and mandatory demographics.

 

Customise your set up

Upon opening your task, you will be prompted to confirm some details to support with the upload. It will ask you to confirm the follow

  • Survey Methods
  • Survey Languages
  • Your Structure

Within the ‘Your Structure’ step, we will ask you to define how many levels of employment groups you have included within your Data file. The number of levels must correspond with the level of employment group columns.

Referring to your organisational org chart can be a great way to visualise your structure levels. Should you need to make amendments, now is a great time to go back to your file to ensure your levels are reflective of what you’ve selected in your dashboard.

If your organisation has surveyed with us before then at this point you may also have the option to select your previous structure if you would like to duplicate this for your current survey.

CSV upload

To upload your file, simply drag and drop your saved CSV file into the upload area. It’s as easy as that!

Map demographics

Now your file is uploaded, you’ll be prompted to assign the data columns to the correct demographic categories. Some may automatically map, for others you may need to manually select the relevant group in the drop down. For example, within your CSV you may have Employee ID data titled as Payroll, so you would need to ensure Payroll was selected within your dropdown.

If you spot any errors here, you can fix these within the tool by selecting ‘Fix Now’ or you can amend within your CSV and reupload. The task will save the progress you have made so far and give you the option to reapply any changes you had previously made.

Please identify here your Leader/CEO within this step. It’s important to note your leader will be excluded from surveying. They must not be assigned an Employment Group or Manager ID and should sit within the highest Job Grade with the rest of your most senior employees.

Once your CEO is assigned you can then proceed to map your Employment Group levels to your corresponding column headings. The number of levels will appear as defined by your previous ‘your Structure’ step however you can still and or remove additional levels at this stage by selecting the + or bin icon.

 

For optional demographics, if these have not been submitted within the data, you do have the option to ask within their survey, by clicking the ‘ask in survey’ button to the right of your dashboard.

Survey Exclusions

Next, you’ll exclude employees who should not receive the survey. For example, your CEO or any long-term sick employees will be excluded automatically. For other exclusions, you can search for an employee in the ‘Find Employee’ bar and select the reason for exclusion—such as ‘Long Term Sick’ or ‘Other’.

Following any employees being excluded as ‘other’ we will ask for confirmation on the reason for their exclusion. Please note, employees on Maternity or Paternity should not be excluded.

Job Grades

The job grade demographic enables you to view reports for how engaged employees are at each level of hierarchy within your organisation. For help and guidance on defining your job grades, please see this article .
This step enables you to ensure job grades within your upload are mapped and ordered correctly from least to most senior. It’s important to carefully check the mappings and order, as job grade results are a critical key demographic within the Workplace Insights tool. (Pro).
In the image below, you can see that ‘Director’ appears before ‘Senior Manager’. Using the blue arrows, these two grades would need swapping to ensure the hierarchy follows the correct order as circled below:

 

Regional Recognition
Based on the postcodes included in your file, you may also be eligible for regional recognition. If you’re eligible for regional recognition, your dashboard will identify where in the UK.

Eligibility

If you are surveying for Best Companies lists and Accreditations it is important to define who is ineligible. At this step you can find and select employees who should not be included for accreditation.

If you have employees that aren’t on your UK payroll, you will need to mark them as ineligible by selecting ‘non-UK employees.’ Here you may need to consider any external consultants, contractors, freelancers or sub-contractors or any employees who may be on sabbatical leave.

Please note: ineligible employees will still be surveyed.

Click here for further guidance on who is eligible for recognition.

Employment Groups

You will notice your Employment Groups have been generated for you based on the data within your CSV file. It’s crucial to ensure that these are a true reflection of your full organisational structure. As this helps us generate meaningful insights based on where employees sit within the organisation. 

The system will create a separate group for your Senior Leadership Team and different management teams based on the job grade hierarchy within your upload. Our research tells us that managers are typically more engaged within the workplace than a typical team member, so we recommend to split your managers our from the team that they manage so the data is a true reflection of the team. 

Please review your headcounts and ensure there are no groups with just one employee, as this could compromise anonymity. For the same reason, we don’t report on any groups with less than 5 responses. Considering this you may wish to either merge groups with others or move employees to the most appropriate group.  You can make these amendments within the task or alternatively change at within your CSV at the source and reupload.

Confirm Data

Once all the steps are complete, you’ll confirm the data upload.

You can revisit this step anytime during the survey setup. Just be sure to finish it within the timeframe required before your planned launch date.