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Mass Edit Staff Details

Edit various details for all your staffs at once using the CSV mass edit feature!

StaffAny avatar
Written by StaffAny
Updated over a week ago

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 help article covers the end-to-end process for Mass Edit Staff.

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


How to Mass Edit

This feature uses the Mass Edit CSV. a spreadsheet that contains employee data. By editing the spreadsheet directly, you can edit data for multiple staffs at once.

Note that there are no limit to how many staffs you can edit at once


1. Downloading the Mass Edit CSV

In Web App, go to My Team > '+ Mass Add/Edit' > CSV - Edit Staff Details.

There are 2 ways to download the Mass Edit CSV

  1. Mass Edit All - downloads a CSV that contains all staff

    • i.e. make changes to everyone

  2. Select Staff - downloads a CSV that contains selected staff

    • i.e. make changes to a smaller group

Note: If you're not mass editing everyone, it's recommended to use the "Select Staff" option instead of "Mass Edit All" so that you won't accidentally made a change into other staffs data.


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!

2. Making changes to the Mass Edit CSV

Make changes directly to the CSV and save as Comma Separated Values (CSV)

Must be using this format: <+><country code><local number>
e.g. +6591234567

If your excel file does not have Phone Number in the above format, proceed with the following course of action

  • Open the downloaded CSV in Google Sheets. Learn how to do this

  • Edit Staff details on Google Sheet

  • Download Google Sheet as Comma Separated Values (CSV)

3. Import CSV to StaffAny

Once completed, upload the file 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.


Field definitions for Mass Edit CSV

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.

First Name

  • Mandatory; Accepts all characters.

Last Name

  • Optional; Accepts all characters.

Address

  • Optional.

  • Accepts all characters.

Phone Number

  • Include 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.

Contract Type (parttime/fulltime)

  • Mandatory.

  • Accepts parttime & fulltime only [case sensitive].

Access Level (employee/supervisor/manager/owner)

  • Level of permission of staff in StaffAny. Read more about access levels here.

  • Mandatory.

  • Accepts employee, supervisor, manager, and owner only [case insensitive].

Roles

  • 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 CSV.

  • You can only add or remove those sections from a user you are tagged to.

Join Date (dd.mm.yyyy)

  • The date when the staff joined.

  • Mandatory.

  • Accepts numbers.

Kin

  • Name of relative/friend who is to be contacted for emergencies.

  • Optional.

  • Accepts all characters.

Emergency Phone

  • Phone number of relative/friend who is to be contacted for emergencies.

  • Optional.

  • Accepts all characters.

Wage Type (Hourly Salaried)

  • Mention if staff is working at hourly wages or salaried in your organisation.

  • Optional.

  • Accepts HOURLY or SALARIED only [case insensitive].

Pay Cycle (Monthly Weekly)

  • Optional.

  • Accepts MONTHLY or WEEKLY only [case insensitive].

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

  • Mention staff's wage values for weekends, events, and overtime.

  • Optional.

  • Accepts numbers.

  • No need to input $ Symbol.

Daily OT after X hours, Weekly OT after X hours

  • Mention the threshold hours, after which staff will start incurring daily/weekly overtime.

  • Optional.

  • Accepts numbers.

Effective Pay Period (dd.mm.yyyy)

  • If you edited any of the above wage hours or rates, specify the effective date in which it should be applicable for the staff.

  • Optional.

  • If left blank, will be considered as effective for all staff time records including all past time records.

Leave Costs Count Towards

  • All leave hours and costs assigned for this staff would be attributed and counted towards the selected section (only one section).

  • Optional.

  • Accepts one Section tag which is mentioned in the Sections column header itself.

User Status (active/inactive)

  • Mention if the user is Active or Inactive in the organisation.

  • Optional.

  • If left blank, it will be considered as no change from the previous state.

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.

If you subscribe to PayrollAny, there are additional columns that are mandatory to be filled:

Legal Name

  • Accepts all characters.

  • As per NRIC, FIN, or Passport.

Date of Birth in dd.mm.yyyy format

Gender (choose one)

  • Male

  • Female

  • Others

Marital Status (choose one)

  • Single

  • Married

  • Divorced

  • Widowed

Race (choose one)

  • Chinese

  • Indian

  • Malay

  • Eurasian

  • Bumiputera Sabah

  • Thai

  • Filipino

  • Javanese

  • Sundanese

  • Vietnamese

  • Caucasian

  • Korean

  • Japanese

  • Others

Religion (choose one)

  • Buddhist

  • Christian

  • Catholicism

  • Hindu

  • Muslim

  • Sikh

  • Taoist

  • None

  • Others

Citizenship (choose one)

  • SG (for Singaporean Citizen)

  • PR (for Permanent Resident)

  • FR (for Foreigner)

Identity Type (choose one)

  • NRIC

  • FIN

  • Passport

Identity Number

  • 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 (only for Permanent Resident) in dd.mm.yyyy format

PR Expiry Date (only for Permanent Resident) in dd.mm.yyyy format

PR Contribution Rates (only for Permanent Resident)

  • Fill in GG (Graduated Employer and Employee rates)

Work Pass Type (only for Foreigner and choose one):

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)

Work Permit Number (only for Foreigner)

Work Pass Effective date (only for Foreigner) in dd.mm.yyyy format

Work Pass Expiry date (only for Foreigner) in dd.mm.yyyy format

Business Entity (if have not created a Business Entity, can leave the column empty)

Payment Method (choose one):

  • BANK_TRANSFER

  • CASH

  • CHEQUE

  • OTHERS

Bank (choose one):

  • 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

  • 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

  • If your staff uses another bank other than mentioned above, please let our team know and we will help you.

Bank Account Name

  • Accepts alphabetical characters only.

Bank Account Number

  • 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.


    Note:

    • Do you support to transfer into 2 different banks for single person?

      • No, we don't support this and encourage you to proceed with it.

Wage Type (choose one):

  • Mention if staff is working at hourly wages or salaried in your organisation.

  • Accepts HOURLY or SALARIED only [case insensitive].

Pay Cycle (choose one):

  • Accepts MONTHLY or WEEKLY only [case insensitive].

Wage

  • Accepts numbers.

  • No need to input $ Symbol.

Working Days Per Week (choose one):

  • 5 (if staff is working 5 days a week or full-day from Monday to Friday)

  • 5.5 (if staff is working 5.5 days a week or full-day from Monday to Friday and half-day on Saturday)

  • 6 (if staff is working 6 days a week or full-day from Monday to Saturday)

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 (choose one):

  • Salary proration is calculated based on the staff's attendance data from their timesheets or their working days per week.

  • Accepts ATTENDANCE DATA or FIXED WORKING DAYS PER WEEK [case insensitive].

Additional Pay Item (if any and 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 or 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 $ Symbol.


4. Upload your CSV template > Click on 'Confirm' button.


FAQ

  1. Is there a limit to the number of employees I can conduct mass edit at once?

    1. There's no limit, but the larger the number of rows, the longer it might take for the system to process.

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