Overview

Prepare an import with a freshly downloaded template for the exact data type and mode. Do not reuse old headings without checking them; templates reflect your organization’s active labels, fields, choices, and identifiers.

Imports can contain no more than 5,000 rows, and your organization may use a lower limit.

Choose the import type and mode

Select New import, then choose the type. FTE Tree does not choose a default.

Choose:

  • Create for records that do not already exist.
  • Update for records that already exist.

Create mode never updates an existing record, even when every supplied value matches. Update mode never creates a missing record.

Download the correct template

Template Use it when
Blank create template You are adding records.
Blank update template You are updating records and will enter identifiers yourself.
Current values update template You want existing identifiers and values as the starting point.

Current-values templates contain organization data. Store and share them according to your organization’s data-handling rules.

Finish and review one import before starting a dependent one.

Phase Import order Why
Position setup Pay rate adjustments and Schedules Positions can refer to adjustments and FTE options.
Structure Job codes, then departments Positions need valid departments and job codes.
Accounting GL codes, then department GL assignments Assignments refer to existing GL codes.
Workforce Employees, positions, then assignments Assignments need both records.

If a department file limits available job codes, import the job codes first.

Shared CSV rules

Rule What to enter
Headings Keep the downloaded headings unchanged and unique.
Effective date Use the template’s date column when present. Use the historical baseline date for a starting value meant to apply throughout earlier reporting.
Required fields Complete every active field marked required for a new record.
Higher-level values Use an existing higher-level record or one created earlier in the same create file.
Hierarchies Never place a record beneath itself or create a circular hierarchy.
Hierarchy depth Keep Department, Job code, Employee reporting, and Position reporting hierarchies at 25 levels or fewer, counting the top level as level 1.
Identifiers Use unique enabled external IDs and the identifying columns supplied by the template.

Save as CSV and review the actual CSV, not only the spreadsheet view. Spreadsheet software can change leading zeros, dates, percentages, or long identifiers.

Blank and clear values

In an update file, a blank cell normally means leave the current value unchanged.

File value Result
Missing optional column The value is ignored.
Blank detail in update mode The current value remains.
Blank optional detail in create mode The record is created without it.
Blank required detail in create mode Validation issue.
<clear> in a supported optional field Clears the value.
<clear> in a required field Validation issue.

This differs from clearing a dated value on its regular page, where a blank can mean the earlier value stops applying from the selected date.

Invitations

Use Create mode to send new invitations. Use Update mode only for invitations that are still pending. An update can match the pending invitation by the ID in a current-values template or by invited email.

Blank update cells preserve the current invitation details and planned access. Use <clear> to remove an optional Job title, role list, or Department selection when the downloaded template supports it. Updating an invitation does not change an accepted membership or resend a cancelled invitation.

Job title is optional and appears with the member’s name after acceptance. It helps identify the person but does not grant access. Separate multiple role names with semicolons, and remember that one Department selection applies to every selected Department role.

Numeric values

Enter plain numbers without currency text:

  • FTE and fixed FTE adjustments: up to four decimal places.
  • Decimal adjustment rates: up to four decimal places.
  • Hourly pay rates, Hourly pay ranges, and Hourly fixed pay rate adjustments: up to four decimal places.
  • Annual pay rates, Annual pay ranges, annual cost amounts, hours, displayed percentages, and funding percentages: up to two decimal places.
  • Money: 50000.00, not $50,000.00 or USD 50000.00.

Extra decimal places produce a validation issue rather than being silently rounded.

Schedules and position FTE options

Choose the Schedules import to create or update the FTE options available when editing a position. Import Schedules before any position file that refers to those options.

Column What to enter
Effective date The first date the row’s values apply.
Name The FTE option name shown during position editing.
Description Optional guidance that helps distinguish similar options.
FTE A value from 0.0000 through 9999.9999, using no more than four decimal places.
Available for use Enter Yes or No to control whether the option can be selected for new position changes.

A Create template contains those five columns. An Update or current-values template also contains ID, which keeps the update attached to the same FTE option even when its name changes.

Schedule names are matched without regard to capitalization on the effective date. A Create row cannot reuse an existing name on that date. For an update, start with the current-values template when possible and keep its ID unchanged.

A blank cell in an Update file leaves that value unchanged. To make an option unavailable from a particular date, enter the date and set Available for use to No. Positions that already use the option keep their recorded FTE and history.

Example

Effective date Name Description FTE Available for use
2026-08-01 Three-quarter time Standard 30-hour schedule 0.7500 Yes

Position fields

Position templates commonly include effective date, position number, external ID, name, Department, Job code, Reports to, FTE, Base pay rate, Pay rate basis, adjustments, funding, and configured custom fields.

In create mode, leave the position number blank when FTE Tree should assign the next number. Every position create row requires a Base pay rate of zero or greater and an Hourly or Annual Pay rate basis. A job code suggestion is not substituted when either position value is blank.

Base pay rate and Pay rate basis form one complete pay value. Include both columns in the template and fill or clear them together. FTE Tree does not guess whether an amount is hourly or annual from the amount, annual hours, another row, or an organization default.

Update mode can match by the identifiers shown in the template. An external position ID is optional in imports even when your organization requires it on the interactive creation form, but any supplied value must be unique.

Employees and assignments

Employee templates commonly include effective date, Employee number, owning Department, external ID, Reports to, status, Job code, and configured Employee fields.

Assignment templates include external assignment ID, effective date, end date, position identifier, employee identifier, assignment FTE, and assignment type.

External assignment ID is required for assignment imports. Use the assignment number from your HRIS or another stable source key that uniquely identifies the assignment. Keep that value unchanged when updating or ending the same assignment, and use a new value for a distinct assignment. The ID matches import rows with FTE Tree records; it does not create an automatic connection to the source system.

Assignment type is descriptive only. Use regular, shared, backfill, overlap, or acting when the distinction is useful. For a new assignment, leave it blank to use regular. In an Update file, a blank assignment type leaves the existing value unchanged. Assignment type does not change staffing, headcount, vacancy, cost, or assignment rules.

Assignments are separate from position FTE. Loading an assignment does not rewrite the position’s approved staffing plan.

Departments and accounting

Department templates can include effective date, name, hierarchy placement, position availability, job code availability, and configured details.

Import GL codes before department GL assignments. Each assignment row sets the department’s value for one GL segment beginning on its effective date.

Job code templates use Base pay rate and Pay rate basis for the optional pay suggestion. Fill or clear both columns together, just as you do for Position pay.

Pay rate adjustments

Enter exactly one amount or rate in each row:

  • Percentage: leave amount blank and enter the decimal rate, such as 0.1025 for 10.25%.
  • Fixed monetary or FTE: leave rate blank and enter the amount.
  • Negative values reduce the selected result.
  • Maximum basis and impact limits must be zero or positive.

Fixed pay rate adjustments require Pay rate basis and Cross-basis behavior. Enter Hourly or Annual for the basis. Enter Same basis only to require a match with the Position Base pay rate, or Convert to allow FTE Tree to use annual hours when one value is hourly and the other is annual. A pay rate percentage needs no basis unless it has a maximum basis or maximum impact; provide the basis and cross-basis behavior for either limit.

Keep every downloaded heading exactly as supplied. FTE Tree does not accept renamed, shortened, or superseded compensation headings as aliases.

Funding sources

Separate sources with semicolons and each name from its percentage with a colon:

General fund:60;Grant:40

Names must match existing choices. Percentages must total exactly 100.00%. Use <clear> only when the funding value is optional and should intentionally stop applying.

Before uploading

  1. Confirm the type and Create or Update mode.
  2. Use the newest template.
  3. Check headings and required identifiers.
  4. Confirm dates and decimal precision.
  5. Remove formulas and hidden spreadsheet-only formatting.
  6. Save as CSV.
  7. Keep a protected copy of the reviewed source file.