Field Formats for Roster Uploads

This article will help you format your spreadsheet fields for roster import, whether you’re setting up your roster for the first time, updating it, or adding fields. Correct field formatting is essential for a smooth roster import and accurate user profiles. Learn about which fields are required and recommended for your account type in User Profile Fields.

Fields marked with an asterisk * contain sensitive data, which is used for segmentation reporting in Emtrain Intelligence. This sensitive data is hidden from both the Users Table and user profiles after upload.

Email Fields

We validate email addresses to ensure they’re properly formatted. Valid email addresses must include a user name, domain, and @ symbol (for example, name@company.com). Email addresses may contain ! & * - = ` ' | ~ # + / ? _ { } $.

Standard email fields include:

• Email
• Manager Email
• Notification Email

Date Fields

Standard date fields include:

• Hire Date: Use only a YYYY-MM-DD format with a dash “-” between year, month, and day.  
• Attrition Date: Use only a YYYY-MM-DD format with a dash “-” between year, month, and day.
• Birth Date*: Use a birth year in YYYY format OR a complete birth date in YYYY-MM-DD format. Use a dash “-” between year, month, and day.

Example Use 1998-06-20 for June 20, 1998.

Open Text Fields

Open text fields have no formatting requirements. You can use any characters and numbers you choose.

You can use Standard ASCII characters (A-Z and 0-9), accented characters, and currency symbols. Our system cannot process extended Unicode characters, such as emojis and less common characters found in Chinese, Japanese, or Korean. If you have a question about a specific character in one of your employee’s names, please reach out to your Client Success Manager (CSM).

Standard open text fields include:

• First Name: Use at least one character.
• Last Name: Use at least one character.
• Employee ID
• Title
• Job Group
• Department
• Organization Level
• Location
• City
• Role
• Gender*
• Race/Ethnicity*
• Veteran Status*
• Sexual Orientation*
• Disability Status*

Yes / No Fields

Format these fields with either Yes OR No. 

• Supervisor?: Defaults to No if information is not provided.  
• Exempt?: Defaults to No if information is not provided.    
• Remote?
• Voluntary Attrition?

Other Fields

• User Status: Accepted values are: Active; Inactive; On Leave. Defaults to Active if not provided.
• US State: Use the standard two-letter code for US States and Territories.
• Country: Use the standard ISO three-letter code for countries.
• Preferred Language: Use the language code. Defaults to English if no code is provided.

Custom Fields

Custom fields are set up for your account by Emtrain as needed and may be any of the following types:

• Email: We validate email addresses to ensure they’re properly formatted. Valid email addresses must include a user name, domain, and @ symbol (for example, name@company.com). Email addresses may contain  ! & * - = ` ' | ~ # + / ? _ { } $.
• Date: Use only a YYYY-MM-DD format with a dash “-” between year, month, and day.
• Open text: Use Standard ASCII characters (A-Z and 0-9), accented characters, and currency symbols.
• Numerical rule: Use any combination of the numbers 0-9.