Contents of this article is applicable to the following users

Tier: START UP, GROWTH, SCALE

Platform: Web

Stop jumping through your staffs profile and make changes for everyone at one go! This feature uses the Mass Edit Export, a spreadsheet that contains employee data. By editing the spreadsheet directly, you can edit data for multiple staffs at once. There are no limit to how many staffs you can edit at once

This help article covers the end-to-end process for Mass Edit Staff via Excel:

How to Use Mass Edit
Field Definitions for Mass Edit CSV

If you want to edit in CSV format, refer to this help article.

Note that this feature does not add new users. Learn how to mass add staff

How to Use Mass Edit

Do note that the following fields are currently uneditable on the excel format:

Email
Phone number
User status
Join date
Resign date
Contract type

Downloading the Mass Edit Excel

In Web App, go to My Team > '+ Mass Add/Edit' > CSV - Edit Staff Details.
There are 2 ways to download the Mass Edit Excel
1. Mass Edit All - downloads an excel file that contains all staff
  - i.e. make changes to everyone
2. Select Staff - downloads an excel file that contains selected staff
  - i.e. make changes to a smaller group
Note: If you're not mass editing everyone's information, we recommend to use the "Select Staff" option instead of "Mass Edit All" so that you will not make an unintended change for other staff's data.
Click on Download Excel button and the spreadsheet will be exported to your device

Editing the Mass Edit Excel

Make the relevant changes directly to the downloaded file and save as Excel (.xlsx).

Take note of the following:

Phone numbers must be using this format: <+><country code><local number>
e.g. +6591234567
Please be careful while editing the staff data that all of the leading 0s in their data is not removed/auto formatted by the program of your choosing as well!

Selective Mass Edit

If you want to edit a specific data and wants to avoid accidental edit of other columns, you can remove the columns of unnecessary data and upload the data that you want instead!

For example, you want to edit only the Roles or Sections field for all of the staff. You can safely delete all the columns except those columns that you want to edit.

Take note that these columns are REQUIRED so that the mass edit can be successful, DO NOT exclude/delete it:

Employee ID
First Name
Last Name
Status
Index ID

Importing the Mass Edit Excel into StaffAny

Once the file is saved, upload the file to StaffAny and Submit

Upon submitting you will be prompted to lock your timesheet. This is to prevent the change in staff details from affecting past timesheets.

Learn how to lock your timesheets

Field definitions for Mass Edit Excel

Basic Information

Field Name	Mandatory / Optional	Description
Phone Number	Mandatory	Include "+" and country code: e.g. '+65' for Singapore, '+60' for Malaysia, '+62' for Indonesia. *Not Editable* We use phone numbers as the main login method for users. So it is kept as uneditable purposely to avoid mistakes.
First Name	Mandatory	Accepts all characters.
Last Name	Optional	Accepts all characters.
Legal Name	`Mandatory (if using payroll)`	Accepts all characters. As per NRIC, FIN, or Passport.
Date of Birth	Optional	Must be in dd/mm/yyyy format
Gender	Optional	Choose one of the following options: Male Female Others
Marital Status	Optional	Choose one of the following options: Single Married Divorced Widowed
Race	Optional	Choose one of the following options: Chinese Indian Malay Eurasian Bumiputera Sabah Thai Filipino Javanese Sundanese Vietnamese Caucasian Korean Japanese Others
Religion	Optional	Choose one of the following options: Buddhist Christian Catholicism Hindu Muslim Sikh Taoist None Others
Email	Optional	To receive email notifications from certain features (e.g. HireAny) *Not Editable*
Address	Optional	Accepts all characters.

Work Information

Field Name	Mandatory / Optional	Description
Employee ID	Optional	Staff's ID that is used in your organisation/StaffAny; also useful for Payroll Integration if available. Accepts all characters. Must be unique for each staff.
Talenox ID	Optional	This is hidden in the staff's profile if there is no StaffAny <> Talenox integration. Must match the Talenox IDs exactly. Must be unique for each staff.
Contract Type	Mandatory	*Not Editable*
Access Level	Mandatory	Level of access of staff in StaffAny. Read more about access levels here. Field is case sensitive. Only choose one of the following options: employee supervisor manager owner
Permission Groups	Optional	These are specific modifiers given to the Access Level to better suit the team structure of your organization. To create a permission group, click here. Only can choose from list of created permission groups in StaffAny
Teams	Optional	Teams can be used as permission targets in permission group setup, where staff can only see and manage others within the same team. Only can choose from list of created teams in StaffAny
Roles	Optional	Your staff's role(s) or designation in the organisation. eg: Staff, Waiter, Cashier, etc. Allows to insert multiple roles. Please separate the roles by comma. If a new role is entered, it will be created. If it is left blank, then staff will have no roles, and hence will not appear on schedule. (useful for HR who do not need to clock in, but need to monitor schedules/timesheets)
Sections	Mandatory	Allows to insert multiple sections. Please separate the sections by comma. Accepts all section tags listed at the column header of the spreadsheet. You can only add or remove those sections from a user you are tagged to.
Home Section	Optional	All leave hours and costs assigned for this staff would be attributed and counted towards the selected section Only can choose from list of sections tagged to the staff in previous column
Business Entity	Optional	Business or entity registered affecting payroll and taxes. Only can choose from list of created business entities in StaffAny
Second Business Entity	Optional	This is hidden in the staff's profile if second entity setting is not enabled
Join Date	Mandatory	The date when the staff joined. *Not Editable*
Contract End Date	Optional	Staff will be auto-deactivated after 60 days from the Contract End Date. *Not Editable*

Emergency Contact

Field Name	Mandatory / Optional	Description
Kin	Optional	Name of relative/friend who is to be contacted for emergencies. Accepts all characters.
Emergency Phone	Optional	Phone number of relative/friend who is to be contacted for emergencies. Accepts all characters.

Identification Number

Singapore Payroll

Field Name	Mandatory / Optional	Description
Nationality	Optional	Accepts all nationalities
Citizenship	Mandatory	Field is case sensitive. Choose one of the following options: SINGAPORE_CITIZEN PERMANENT_RESIDENT FOREIGNER
Identity Type	Mandatory	Field is case sensitive. Choose one of the following options: NRIC FIN
Identity Number	Mandatory	The accepted format for NRIC is: S0000000C (9 characters) T0000000C (9 characters) The accepted format for FIN (Foreign Identification Number) is: F0000000C (9 characters) G0000000C (9 characters) M0000000C (9 characters) Passport Number (for non-resident director and seaman only) Accept all characters Make sure that the NRIC or FIN is correct because it will affecting CPF Submission File. You can validate employee's NRIC/FIN number here.
PR Effective Date	Optional	Must be in dd/mm/yyyy format
PR Expiry Date	Optional	Must be in dd/mm/yyyy format
PR Contribution Rates	Optional	Only 1 default option available: GRADUATED_EMPLOYER_AND_EMPLOYEE_RATES / GG
Work Pass Type	Optional	Make sure to use the UPPER_CASE work pass type for the mass edit file! Employment Pass (EMPLOYMENT_PASS) Entre Pass (ENTRE_PASS) Personalized Employment Pass (PERSONALISED_EMPLOYMENT_PASS) S Pass (S_PASS) Work Permit (WORK_PERMIT) Student Pass (STUDENT_PASS) Training Employment Pass (TRAINING_EMPLOYMENT_PASS) Training Work Permit (TRAINING_WORK_PERMIT) Work Holiday Pass (WORK_HOLIDAY_PASS) Dependant's Pass with Letter of Consent (DEPENDENT_PASS_WITH_LETTER_OF_CONSENT) Long-Term Visit Pass with Letter of Consent (LONG_TERM_VISIT_PASS_WITH_LETTER_OF_CONSENT) Miscellaneous Work Pass (MISCELLANEOUS_WORK_PASS) *Q: How do i check why work pass type?* A: You can refer to MoM Guide here on how to check the work pass type.
Work Permit Number	Optional	Accepts all values
Work Pass Issue Date	Optional	Must be in dd/mm/yyyy format
Work Pass Expiry Date	Optional	Must be in dd/mm/yyyy format
Passport Number	Optional	Accepts all values

Statutory & Payment

Singapore Payroll

Field Name	Mandatory / Optional	Description
Payment Method	Mandatory	Choose one of the following options: Bank Transfer Cash Cheque Others
Bank	Optional	Choose one of the following options: DBS Bank Ltd Oversea-Chinese Banking Corporation Ltd United Overseas Bank Ltd Australia and New Zealand Banking Group Bangkok Bank Public Company Limited Bank of America, National Association Bank of China Limited Bank of East Asia, The Bank of India Bank of Tokyo-Mitsubishi UFJ, The BNP Paribas Chinatrust Commercial Bank Co. Ltd CIMB Bank Berhad Citibank NA Singapore Branch Citibank Singapore Limited Commerzbank Aktiengesellschaft Crédit Agricole Corporate And Investment Bank Deutsche Bank AG DnB Bank ASA First Commercial Bank HL Bank Hongkong and Shanghai Banking Corporation Limited, Singapore Branch, The HSBC Bank (Singapore) Ltd ICICI Bank Limited Indian Bank Indian Overseas Bank Industrial & Commercial Bank Of China Intesa Sanpaolo SpA JPMorgan Chase Bank, N.A. Korea Exchange Bank Malayan Banking Berhad MariBank Maybank Singapore Limited Mizuho Bank Limited National Australia Bank Ltd Nordea Bank AB PT Bank Negara Indonesia (Persero) TBK Qatar National Bank SAQ RHB Bank Berhad Skandinaviska Enskilda Banken AB Societe Generale Standard Chartered Bank, (Singapore) Limited State Bank Of India Sumitomo Mitsui Banking Corporation Svenska Handelsbanken AB Trust Bank Singapore Limited UBS AG UCO Bank UniCredit Bank AG POSB Bank Wise If your staff uses another bank other than mentioned above, please let our team know and we will help you.
Account Name	Optional	Accepts alphabetical characters only.
Account Number	Optional	If the bank account number starts with 0, change the text format to "Plain Text" or follow this step to allow leading 0 in the Excel or CSV files. For Singapore Bank Accounts, we have a validation check so make sure that the account number you've inputted is following the validation on number of digits: Bank of China Limited - must have 15 digits CIMB Bank Berhad - must have 10 digits Citibank Singapore Limited - must have 10 digits DBS Bank Ltd - must have 10 or 12 digits Maybank Singapore Limited - must have 11 digits Oversea-Chinese Banking Corporation Ltd - must have 10 or 12 digits Standard Chartered Bank, (Singapore) Limited - must have 10 digits United Overseas Bank - must have 10 digits Trust Bank Singapore Limited - must have 10 digits For OCBC Bank Customer, please make sure to include your OCBC Branch Code to avoid issue in the future Refer to picture below for Swift Code and digits of each bank account number.
Payment Remarks	Optional	Accepts all values

Current Wages Setup

Field Name	Mandatory / Optional	Description
Effective Date	Optional	Must be in dd/mm/yyyy format If you edited any of the above wage hours or rates, specify the effective date in which it should be applicable for the staff. If left blank, will be considered as effective for all staff time records including all past time records.
Remarks	Optional	Accepts all values
Job Title	Optional	Only can choose from list of created job titles in StaffAny
Department	Optional	Only can choose from list of created departments in StaffAny
Wage Type	Mandatory	To indicate if staff is working at hourly wages or salaried in your organisation Choose one of the following options: HOURLY SALARIED
Working Days Per Week	Mandatory	Choose one of the following options: 5 5.5 6 *Why is working days per week compulsory?* This data will be used for proration purpose, mostly it will be involved if: There's a change in the compensation for the staff The staff rejoins or resigned from the company
Prorated Based On	Mandatory	Salary proration is calculated based on the staff's attendance data from their timesheets or their working days per week. Choose one of the following options: Attendance Data Fixed Working Days per Week
Pay Cycle	Mandatory	Choose one of the following options: MONTHLY WEEKLY
Basic Wage / Second Entity Wage	Optional	Accepts numbers. No need to input $ Symbol. If left blank for individual staff, it will default to organisation-level wage settings.
Weekend Rate per hour / Event Rate per hour / OT Rate per hour	Optional	Accepts numbers. No need to input $ Symbol.
Daily OT after X hours / Weekly OT after X hours	Optional	Accepts numbers.

Additional Pay Item

Field Name	Mandatory / Optional	Description
Additional Pay Item (if any)	Optional	If you created additional pay item(s), you can tag or untag the staff via mass edit. This also helps the payroll process much easier where you don't have to add the pay item one-by-one for each staff during payroll. Accepts: TRUE FALSE
Additional Pay Item Amount	Optional	You can only override the amount for pay item that set to have fixed amount or custom rate. No need to input $ Symbo

Others

Field Name	Mandatory / Optional	Description
User Status	Optional	Mention if the user is Active or Inactive in the organisation. Not Editable
Index ID	Do not Edit	This column is what we use to do the magic behind StaffAny. Please do not make any changes to the values in this column. It will affect the import function.

Mass Edit Staff Details - Excel Format (Beta)

Contents of this article is applicable to the following users

How to Use Mass Edit

Downloading the Mass Edit Excel

Editing the Mass Edit Excel

Selective Mass Edit

Importing the Mass Edit Excel into StaffAny

Field definitions for Mass Edit Excel

Basic Information

Work Information

Emergency Contact

Identification Number

Singapore Payroll

Statutory & Payment

Singapore Payroll

Current Wages Setup

Additional Pay Item

Others