Importing / Adding Associates

Importing / Adding Associates

To use Hera, you'll need to enter all of your Associates. You can enter them one at a time in the Associate Management tab, but we're assuming that you'd rather upload them from a spreadsheet file for your first import.

To add a single associate, head to the Associate Management page and click on the Associate List tab. Click on the action menu (3 dots) located at the top of the associate list table. You will see the option to add a single associate from there.

Alert
It is extremely important that you do not edit any of the column headers or delete any columns. Please enter the information in the columns exactly as you see it in the column header.

Step 1: ⬇️ Download our import template:

You'll notice that this is a CSV file. You can open it in Apple Numbers, Google Sheets, Microsoft Excel, or any other spreadsheet app. We'll use Excel in this guide, but any of these apps will work.

Step 2: 📑 Look at the column headers

Let's expand the width of the columns so that we can see the column headers properly:


You'll notice that some of the column headers show examples of what can be entered in parentheses... like the first one: Status ( Active / Inactive - Misc / Inactive - Medical Leave / Inactive - Terminated / Inactive - Personal Time/Vacation / Onboarding ). In these cases, the data you add to the column should match one of the listed options.


Step 3: 📝 Add your staff and save the CSV

Many people find that they can export their staff from ADP or Paycom and re-organize the exported file to have columns in the same order as our template. Or perhaps you already have your staff in Excel and just need to change the column order to match. This will then make it easy for you to copy and paste the data from one spreadsheet into the template.

Paycom and ADP have great, free telephone support, and they can walk you through how to export your staff - so you can then import them into Hera. If you want to try and export yourself with ADP or Paycom, scroll to the very bottom of this page for step-by-step instructions. Remember, both companies offer free telephone support if you want a human to walk you through it!

We require that you fill out these fields as a minimum:

  • Status (this will affect how we calculate attrition or whether we show the onboarding screen)

  • First Name

  • Last Name

  • Transporter ID (this is how we match your staff between Hera and your Amazon Scorecard, because this is Amazon's unique identifier for each of your DAs - you'll find it in Amazon. Navigate to where you roster your drivers in Amazon, click into the current week. Next to the word WEEK is a download button. Download that file, and your Transporter IDs are in there!)

  • Email and Phone Number (to allow you to use Hera's automated coaching)

  • Hire Date

  • Date of Birth

  • Authorized to Drive (Separate vehicle types with semi-colons. After their initial Amazon training all Associates are trained to drive Standard Parcel Small, Standard Parcel, Standard Parcel Large and Standard Parcel XL. If your associates are DOT trained please use "10000 lbs Van" in that associates authorized to drive column. You can use Custom Delivery Vehicle for associates that are CDV trained and EDV for associates who are trained to drive electric deliver vans.)


We often get asked about...

  • Pronouns. Allowing Associates to choose their own pronouns is an important part of creating a diverse and inclusive workplace. Hera is ready for you to enter any pronouns as provided by your employees. Learn more about sharing and using pronouns at work →

  • Motor Vehicle Report. This is probably a column you'll skip for now but has been included here in case it becomes an Amazon requirement in the future.

When you save your spreadsheet, keep the file format as CSV. Depending on the spreadsheet app you're using, you may need to use Save As... or Export... from the File menu to save the file as a CSV file.

Step 4: ⏫ Import the completed staff CSV file

To import your staff, go to your user menu (top-right) and choose Company Settings, then Company Details on the left. You'll find an option to Import Associates at the top of the page:


Click Select File and pick your CSV file made in step 3.


Check over the rows that are about to be imported, correct any mistakes, and then click the green Import button:


Step-by-Step instructions for ADP:


Using Field Grabber:

  1. People > Employment Profile
  2. Click on the 3 dots in the upper right-hand corner > Field Grabber
    1. FieldGrabber will open on the right side. You can close it with the arrow at the top.
  3. Select the following fields to be included in the report
    1. Below Details click the Personal tab and click Name at the top, not Legal Name
      1. Legal First Name (Personal Profile / Name)
      2. Legal Last Name (Personal Profile / Name)
    2. Under Contact select
      1. Personal Email
      2. Work Email
      3. Home Phone
      4. Work Phone
      5. Personal Mobile
      6. Work Mobile
    3. Under Demographics select
      1. Birth Date
      2. Gender for Compliance Reporting
    4. Click on the Employment tab at the top and select
      1. Hire Date
  4. Click the arrow on the top right to open the FieldGrabber again
  5. Click Create Report at the bottom
  6. Name Report (Hera Staff Import) and click 'View/Select Fields'
  7. Click the 'Filters' button a the top below 'Save + Run'
    1. Type Position Status
    2. Select Position Status (Employment Profile)
    3. Select Active
    4. Click 'Apply' at the top right
  8. Click 'Save + Run' at the top 
  9. Click 'Run'
  10. Once it's finished your report will appear at the bottom
  11. Click on 'Export' and export as a CSV

Using Custom Reports:

  1. Reports & Analytics > All Custom Reports
  2. Click 'Create new report' button
  3. Name Report (Hera Staff Import) and click 'Select Fields'
  4. Search for the following fields and drag and drop them into the 'Selected Fields' section
    1. Legal First Name (Personal Profile)
    2. Legal Last Name (Personal Profile)
    3. Personal Email
    4. Work Email
    5. Home Phone
    6. Work Phone
    7. Personal Mobile
    8. Work Mobile
    9. Birth Date
    10. Gender for Compliance Reporting
    11. Hire Date
  5. Click the 'Filters' button a the top below 'Save + Run'
    1. Type Position Status
    2. Select Position Status (Employment Profile)
    3. Select Active
    4. Click 'Apply' at the top right
  6. Click 'Save + Run' at the top 
  7. Click 'Run'
  8. Once it's finished your report will appear at the bottom
  9. Click on 'Export' and export as a CSV

Once you download the export from ADP, simply copy and paste the data in the columns into the Hera CSV and you'll be set!


Step-by-Step instructions for Paycom:

  1. Reports > Report Center > Advanced Report Writer > Create a new Report > Employee
    1. Legal Firstname
    2. Legal Lastname
    3. Employee Status
    4. Primary Phone
    5. Personal Email
    6. Birth Date (MM/DD/YYYY)
    7. Hire Date
  2. Filters > Filter Type: Status Filter > Status Filter: Active > ADD
  3. Sorting > Next
  4. Output Format > CSV

Once you download the export from Paycom, simply copy and paste the data in the columns into the Hera CSV and you'll be set!


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