Contents of this article is applicable to the following users
Tier: START UP, GROWTH, SCALE
Platform: Web
Access Level: Owner
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
Mass Edit All - downloads a CSV that contains all staff
i.e. make changes to everyone
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'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.
You may choose to download the mass edit file between these two formats:
CSV
Excel (beta) - new!
The following fields are currently uneditable on the excel format:
Email
Phone number
User status
Join date
Resign date
Contract type
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 File
Make changes directly to the downloaded file and save as Comma Separated Values (CSV) or Excel (.xlsx)
Using CSV file
Phone numbers must be using this format: <+><country code><local number>
e.g. +6591234567
If your CSV file does not have Phone Number in the above format, we recommend to try the following steps:
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)
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
3. Import files 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
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
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)
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 (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
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.
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.
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:
DBS Bank Ltd - 8 to 11 digits
United Overseas Bank Ltd - 10 digits
Oversea-Chinese Banking Corporation Ltd - 10 or 12 digits
Standard Chartered Bank, (Singapore) Limited - 10 digits
CIMB Bank Berhad - 10 digits
Citibank Singapore Limited - 10 digits
Trust Bank Singapore Limited - 10 digits
Bank of China Limited - 15 digits
Maybank Singapore Limited - 11 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.
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.
FAQ
Q: Do you support to transfer into 2 different banks for single person?
No, our software doesn't support this flow and we don't recommend to do this practice as well.
Q: Is there a limit to the number of employees I can conduct mass edit at once?
There's no limit, but the larger the number of rows, the longer it might take for the system to process.
Q: Why do I see such values (e.g. 36829) in date columns?
This is because an excel file was opened in another software outside of Excel and Google sheets. If you do not have access to Excel or Google sheets, please download the CSV format.