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Integrate your HRIS
Integrate your HRIS

Integrate your HRIS to auto-populate employee data into the app or manually upload your HRIS employee data.

F
Written by Francisco Perez
Updated over a week ago

Before you start

  • Verify Searchlight can integrate with your HRIS: Click here to explore our integrations.

    • If Searchlight supports your HRIS, you will need the API key.

    • If Searchlight doesn't support your HRIS, worry not! We can manually upload your HRIS employee data.

  • Verify you have access to make changes to Company Settings > HRIS Settings.

  • Have access to your HRIS employee data.

HRIS Integration

Integrating Searchlight with an HRIS we support is the easiest way to upload employee data. Once connected, your employee information will import automatically and sync [daily?].

Connecting your HRIS

  1. To connect your HRIS, log in to the Searchlight app as an employer.

  2. Use Searchlight's navigation toolbar on the left-hand side to click on Company Settings.

  3. Within Company Settings, click on HRIS Settings in the menu options at the top.

  4. Click on the Connect button next to Connect your HRIS.

  5. Select a supported integration from the list of options and follow the prompts to connect your HRIS.

    1. Please note: You will need the API key to integrate with a supported HRIS.

Depending on the HRIS integration you use, [anything to look out for?].

Manually uploading your HRIS employee data

If Searchlight doesn't (yet) support your HRIS, you can easily upload your employee data using a .csv file. You will need to use the provided template to successfully import your data into the app. Download this .csv before you get started.

Our template will ask for the following components: first_name, last_name, email, manager_first_name, manager_last_name, team, start_date (MM/DD/YYYY), employment_status, ethnicity (optional), and gender (optional).

Prepare the .csv file to upload

  1. From your HRIS or internal documentation, export the following employee data:

    1. Required

      1. first_name

      2. last_name

      3. email

      4. manager_first_name

      5. manager_last_name

      6. team

      7. start_date (MM/DD/YYYY)

      8. employment_status

    2. Recommended

      1. ethnicity (optional)

      2. gender (optional)

  2. With your exported data, populate Searchlight's HRIS Employee Data Upload template.

    1. Please follow the template's exact text structure. For example, employment_status, ethnicity (optional), and gender (optional) are case-sensitive and must be entirely upper-case. Go to the Allowed Inputs section for formatting instructions.

  3. Verify your data integrity. If there are missing fields or the template's exact text structure is not followed, you will run into an error code when trying to upload.

Manually upload your HRIS employee data

  1. To connect your HRIS, log in to the Searchlight app as an employer.

  2. Use Searchlight's navigation toolbar on the left-hand side to click on Company Settings.

  3. Within Company Settings, click on HRIS Settings in the menu options at the top.

  4. Click on the Update with CSV button on the top, right-hand side. A CSV Upload window should pop up.

  5. Click on the gray, inner box to upload or drag your .csv file to import your employee data.

  6. A preview window should appear. If it looks correct, click Upload to finish.

  7. Congrats! You've imported your employee data. 🎉

    1. Pro tip: Keep your internal .csv up to date to reduce your effort in future updates.

Correcting an Error Code

You might be surprised with an error code when you click Upload in the final preview window. Don't be alarmed! It's very likely there was a formatting error with the text in the .csv file that our app cannot ingest.

In this example, our app found an invalid value for ethnicity. While the text is correct, the formatting is incorrect. The text should be completely upper case as WHITE.

Allowed Inputs and Text Format Requirements

Searchlight's HRIS Employee Data Upload template requires specific text formatting for each input. Follow the instructions below to avoid Error Codes.

  1. Required Employee Data

    1. first_name

      1. Format: Not case or format sensitive.

    2. last_name

      1. Format: Not case or format sensitive.

    3. email

      1. Format: Standard email format required. For example, [email protected].

    4. manager_first_name

      1. Format: Not case or format sensitive.

    5. manager_last_name

      1. Format: Not case or format sensitive.

    6. team

      1. Format: Not case or format sensitive.

    7. start_date (MM/DD/YYYY) * required for Pulse Automations

      1. Format: MM/DD/YYYY

    8. termination_date (MM/DD/YYYY) * required for Retention Analytics

      1. Format: MM/DD/YYYY

    9. employment_status:

      1. Format: Case sensitive.

      2. Allowed Inputs:

        1. ACTIVE

        2. INACTIVE

  2. Recommended Employee Data

    1. ethnicity (optional)

      1. Format: Case sensitive and spaces must be underscores '_'.

      2. Allowed Inputs:

        1. AMERICAN_INDIAN_OR_ALASKA_NATIVE

        2. ASIAN_OR_INDIAN_SUBCONTINENT

        3. BLACK_OR_AFRICAN_AMERICAN

        4. HISPANIC_OR_LATINO

        5. NATIVE_HAWAIIAN_OR_OTHER_PACIFIC_ISLANDER

        6. TWO_OR_MORE_RACES

        7. WHITE

        8. PREFER_NOT_TO_DISCLOSE

    2. gender (optional)

      1. Format: Case sensitive and spaces must be underscores '_'.

      2. Allowed Inputs:

        1. MALE

        2. FEMALE

        3. NON-BINARY

        4. OTHER

        5. PREFER_NOT_TO_DISCLOSE

Attachment icon
Template_HRIS Employee Data Upload.csv
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