Download an employee list into excel to add new staff members and update details on existing staff members.
- Click Excel Employee Update on left hand navigation
- Click Click here to download employee list , this will open an excel sheet showing all staff members already loaded on the portal
- Update existing employees by finding the line and column and editing the existing record.
- Add new employees by scrolling to the bottom of the list and adding the employee details in the last row and filling in the correct column.
- Upload the edited list
IMPORTANT NOTE: Formatting of information in columns is needed to ensure information is imported correctly.
Formatting your Excel sheet for easier upload:
|
Column
|
Column
Header
(Row 1)
|
Mandatory
Field
|
Formatting
|
What
Information to enter?
|
|
A
|
FirstName
|
Yes
|
Text
Only, accepts spaces between names
(Letters from Aa - Zz)
|
The
first name and second name as it appears on the official ID Book or passport
|
|
B
|
Surname
|
Yes
|
Text
Only
(Letters from Aa - Zz)
|
The Surname
as it appears on the official ID Book or passport. If updated recently use
the surname on the most recent document. New surnames will show in ID
verification check if updated at the DHA. If there is then a non-match on the
ID check you will need to update surname and rerun ID check.
|
|
C
|
IdNumber
|
|
Numbers
only, no spaces. Number must be saved as "Text" field to keep
any "0" at the front of number.
|
ID or
passport number as appears on the official ID Book or passport
|
|
D
|
CellNumber
|
Yes
|
Numbers only,
no spaces. Number must be saved as "Text" field, to keep any
"0" at the fornt of number.
|
This
field is used to send SMS messages to the staff member so need to be accurate
to allow process to complete. eg.0123456789
|
|
E
|
TypeOfId
|
Yes
|
Id or
Passport
|
|
|
F
|
DateOfBirth
|
Yes
|
YYYY/MM/DD
|
Date
of birth as per official document e.g. 1955/03/25
|
|
G
|
Gender
|
Yes
|
Male or
Female
|
|
|
H
|
Employee
Type
|
|
Can only
be used in specific combinations, see list below
|
|
|
I
|
Job Role
|
|
Can only
be used in specific combinations, see list below
|
|
|
J
|
Population
Group
|
Yes
|
Asian
Black and Coloured
Coloured
Black
White
|
|
|
K
|
PhysicalAddressLine1
|
Yes
|
Numbers
and Text, spaces accepted
|
eg. 22
Linbrow Road
|
|
L
|
PhysicalAddressLine2
|
No
|
Numbers
and Text, spaces accepted
|
eg.The
Nicol
|
|
M
|
PostalCode
|
Yes
|
4 digit
postal code eg. 4321.
Number must be saved as "Text" field, to keep any "0"
at the front of number.
|
|
|
N
|
Suburb
|
Yes
|
Numbers
and Text, spaces excepted eg.Windsor
|
eg.Windsor
|
|
O
|
Province
|
Yes
|
Only South
African provinces allowed:
Gauteng
Western Cape
Eastern Cape
Northern Cape
Limpopo
Free State
Kwazulu-Natal
North West
Mpumalanga
|
|
|
Employee
Type
|
Job Role
|
|
Permanent
Employee
|
Educator
|
|
Permanent
Employee
|
Principal
|
|
Temporary
Employee
|
Educator
|
|
Temporary
Employee
|
Coach
|
|
Student
Employee
|
Educator
|
|
Extracurricular
Activities
|
Coach
|