Whenever you're building something, the foundation is the first thing to be laid and is the most important part - if the foundation is poor, whatever you're building won't be as stable or robust as it could be.

The same is true with your Eploy system.

Within Eploy, the foundation is the Company Hierarchy - a series of Company Records linked together using Parent-Child relationships to create a structure.

We use Company Records to replicate your organisational structure, with each part of your business having its own Company Record.

One of the first things we'll ask you to do as part of your Implementation is to complete the Company Hierarchy and Contact & User Import spreadsheets. 

We'll use these spreadsheets to create your Company Hierarchy, Contacts, Hiring Manager Users and to populate some of your main Drop Down Lists.

In this article we'll look at these two main spreadsheets - you can jump to the relevant section using the links below:

What is a Company Record?

As mentioned above, Eploy uses Company records, linked together using Parent and Child relationships to replicate your organisational structure.  But, what is a company?  What information is included within a company record?

In the video below we explain what a Company Record is, the information contained within each one and how having the right structure in place can help control the visibility of Vacancies and Candidates for your Hiring Managers, within the Hiring Manager Portal.

The Companies (To Complete) Tab

Now that you understand what a Company record is, we need you to fill in the Companies (To Complete) tab of the Company Hierarchy spreadsheet, which can be found in the Files section of your Teamwork project.

This tab of the spreadsheet captures all of the crucial pieces of information we need to start building your structure.

The first, and most important thing to know about this spreadsheet is that we will import all of the information in to Eploy, once you've sent it over to us.  It's really important that the column headers in the first row are not changed - if they do get changed, the import will fail.

The second thing to know is that it doesn't matter in what order each company is added to the spreadsheet.  Ultimately, it's the Parent/Child relationship which forms the hierarchy within the system.  For example, you could have a parent record on row 4, and a child on row 97, so long as the linking is correct, the hierarchy will be created successfully. 

Bearing these points in mind, you can now fill in the spreadsheet as follows:

  • Comp_Parent_Name - this creates the Parent/Child relationship.  It's really important that what you enter here matches exactly what is entered in the Comp_Name field of the parent record - if it doesn't, the import won't create the link and this company record will effectively be orphaned
  • Comp_Name - this is the name of the Company Record
  • Comp_Ref - this field is optional.  When you fill this in, whatever text you enter will be added in brackets after the company name when viewed within Eploy.  This is mainly used to add extra context to company names - perhaps you have an internal short-hand that you use to refer to different business areas, or maybe it's handy to have the cost centre visible when looking at company names.  Ultimately there's no right or wrong answer as to what information you add here, but if you're in any doubt, or need clarification, have a chat with your Implementation Manager.
  • Comp_External_ID - this field is optional and wether you fill this in will depend on the type of Integration you have, or how you're using our API.  When data from one system is used to update another, a single field, common in both systems, is used to link the records together, ensuring that the right data is updated automatically.  Within Eploy, this is the field we use when data in your Eploy database is being updated by an external system (which is different to when we're updating an external system with data from Eploy).  Your Implementation Manager will tell you if you need to fill this in, and what needs to go in there
  • Comp_Cont_Type - for this field, simply enter Department or Agency. 
  • Comp_Location - whatever you enter here will be added to the Location drop down list inside your Eploy system.  This drop down list is visible to Candidates as well as system users, so it's really important that whatever locations you use are Candidate friendly i.e. don't use any internal short-hand. Additionally, with large cities like Birmingham and London, it's always a good idea to use the area name rather than just the city name - there's a big difference between Erdington and Selly Oak, or Camden and Croydon. 
  • Comp_Industry - this is another field that will be used to populate the contents of a Drop Down List, which again can be seen by Candidates.  The Industry is one way we can categorise the type of work carried out by that part of your business and can be used by Candidates when signing up for Job Alert emails.  If you're not sure what to put in here, please discuss it with your Implementation Manager
  • Comp_Status - this import can be used to create Companies and deactivate them.  For your initial import, simply put Active for all your companies.
  • We now have a series of address fields - the address isn't mandatory, but we always recommend filling it in if you can, as the Company Address is used by the Vacancy as a if the Company doesn't have an address, the Vacancy won't either, although you can add one in when raising the vacancy.  The Address on the Vacancy is used in multiple places - it dictates where the pin will go on your maps (both on your Candidate Website and if looking for jobs using Google), it's part of the feed of information which goes to Job Boards (like Indeed) and it can be used as part of your Job Alert settings. 
    • Comp_Addr1 - this is the first line of the address
    • Comp_Addr2 - this is the second line of the address
    • Comp_AddTown - the Town
    • Comp_County - the County
    • Comp_Country - the Country (this is required for feeds in to various job sites)
    • Comp_Postcode - the Postcode
  • Extra Field 1-3 - Everything you've filled in so far is the basic information we need to set up a Company record and create a hierarchy, but you can add anything else you like - this is where the extra fields come in.  Let your Implementation Manager know what extra information you'd like to include, they can then tweak the spreadsheet to make sure the right field names are included so you can provide the extra information.  Extra fields can be really useful from a Reporting perspective, with Cost Centre being one of the most frequently asked for extra fields

The video below shows a worked example of this tab being filled in, based on a simple, but relatively familiar company structure.

Tip will you be using the Vendor (Agency) Portal?  If so, you can include the Agency details as part of your Company Import - just remember not to fill in the Parent Company field...they're not part of your organisation, so shouldn't be part of your hierarchy.

Note your Implementation Manager may ask you to fill in additional fields, but this will be specifically due to how you'll be using Eploy.  They will explain to you what these additional fields are and what information needs to be included.

What are Contacts and Users?

When you want to save a useful number in your mobile phone, you create a Contact and add information such as the Name, Number, Email address and even a Photo...contacts are exactly the same in Eploy.

Typically, for an initial import, the Contacts you provide will be your Hiring Manager population - but you can include all employees if you like.

For those Contacts who need access to the Hiring Manager Portal, you'll also need to create a User account for them - this is where you specify their Username, User Email Address and permissions (which part of the HM Portal are they able to access).

The key thing to remember is that to give someone access to the HM Portal, they'll need a User AND a Contact record.

Tip if you're setting up Vendor (Agency) company records on the Company tab, you can also set up their Contacts and Users as well - just remember to link them to the correct Company Record.

The Contacts & Users (To Complete) Tab

As with the Companies spreadsheet, the column headers on the first row should not be changed as this can affect your import.

The Contacts and Users tab is effectively split in to two halves - the first (columns A to G) sets up the Contact and the second (columns H to R) sets up the User Record.

If you're going to be importing all of your employees, only fill in the User section for those that you want to have access to the HM Portal.  If they're not Hiring Managers, don't fill this in.

  • Cont_External_ID - this field is used where you're using an Integration or API in combination with your HR system to automatically update Eploy with changes to your internal structure.  Your implementation manager will tell you if you need to fill this in, and what information to put in here
  • Comp_Name - this is the name of the Company Record that the Contact should be associated with.  A Contact can be associated with several Company Records, but this should be the main one.  The spelling here should match exactly with the Company Name from the Companies spreadsheet - we'd recommend copying and pasting from that spreadsheet to here
  • Cont_First_Name - this is the contact's First Name
  • Cont_Surname - this is the contact's surname
  • Cont_Position - this is their Job Title
  • Cont_Cont_Position - this is another field that will be used to populate a drop down list.  This field is known as the Position Type and is most commonly used within Vacancy and Placement Authorisation workflows.  For each stage of the workflow, you'll define which Hiring Manager(s) are able to provide approval, and it is the selected Position Type which determines that.  A Contact can only have one Position Type, so it's important to make sure you allocate the correct one, although you can change it at any time.  Typical examples of Position Types are: CEO, HR Director, Finance Director, Regional Manager, Area Manager and Hiring Manager.  Ultimately the list will be specific to your organisation, but if you're unsure as to what to enter here, please have a chat with your Implementation Manager.
  • Cont_Email - this is the email address of the contact and should be their main work email address.  Eploy will use this email address whenever it needs to send an email notification
  • Cont_Status - as with the Company import, this import can be used to "switch off" Contacts who are no longer with the business.  As this is an initial import, simply set this field to Active.

If your contacts don't need access to the HM or Vendor portal, stop here.  If they do need to access the system, carry on...

  • Usr_Position - this is the Job Title of the User.  You can simply copy and paste from the  Cont_Position field if you wish
  • Usr_UserType - enter Hiring Manager or Vendor depending on whether this is a Hiring Manager or Vendor (Agency) user.
  • Usr_Email - this is the email address of the User.  It does not need to be the same as the Contact.  This is the email address that Eploy will use whenever the Hiring Manager sends an email directly to the Candidate - it will be visible to the Candidate. If the Candidate replies to the email, the reply will go to this email address.  If you're happy for your Candidates to have your Hiring Manager's actual email address, then enter that.  Alternatively, if you'd like all communications, and replies, to come through a central mailbox, enter that email address.  Although the Username must be unique, the email address doesn't i.e. all Hiring Managers users can have the same email address if you wish.
  • Usr_Username - this is the Username for the User.  There are no restrictions on the format of the username, although we see the Email Address as the most commonly used username.  If you are using Single Sign-On, the username must match the SSO username - your Implementation Manager can help here if you're unsure.
  • Usr_Email_Display_Txt - as we have seen already, Hiring Managers can send emails to Candidates.  When they do so, the text entered here will be displayed in the From line within the recipients mailbox.  
  • Usr_Usr_Display_Name - this is the name that will be displayed within any Drop Down List in Eploy which allows you to select Hiring Mangers e.g. the Additional Hiring Managers field on the Vacancy Requisition.  We would recommend using the HM's real name here.
  • Usr_Mob_Display_Txt - as with the Email Display Text, this is the name Eploy will use as the sender when sending a Text Message from within the HM Portal.  There is an 11 character limit (including spaces) on this field.  Note although a Hiring Manager can send a text message, this can only be done when an SMS template has been set within the Workflow - it is not possible for a Hiring Manager to send an ad-hoc text message to a Candidate from within Eploy.
  • Usr_Copy_Usr_ID - when setting up Hiring Managers, there are a lot of settings available, including: IP Address restrictions, Date & Time based access restrictions and Permissions.  Setting these manually within Eploy can take a long time, depending on how many Hiring Manager's you're creating.  So, as part of the Import, you can specify a single pre-existing HM and copy the settings from that User to your new users.  Your Implementation Manager can let you know what to enter here
  • Extra Field 1-3 - as with Company Records, you can save a lot of extra information against Contacts and, in some circumstances, Users as well.  If you'd like to add any additional information, use these fields.  That said, we'd always recommend discussing these additional items with your Implementation Manager first, just to make sure the information is saved in the right place.

Tip if you'll be planning on using the Vendor Portal and already have your PSL or list of suppliers in place, you can include their Contacts and Users within the import as well - just make sure they're linked up with the right company record from the Companies spreadsheet.

I've filled in the spreadsheet - now what?

Having completed the spreadsheet, you'll need to send it to your Implementation Manager for them to import in to Eploy.

Before they do that, they'll have a good look through it and validate a number of things, including:

  • Have you put the right information in the right place
  • Once imported, will the Hierarchy created match up with your expectations and any discussions we've had already about your structure
  • Is anything missing

If it all looks good, your Implementation Manager will import the data in to Eploy.

If anything looks wrong, or they feel the import won't do what you're expecting it to do, they'll discuss it with you before doing anything else.

Tip we'd recommend starting with a handful of Company and Contact entries, then send it to your Implementation Manager to sense-check.  That way, we can highlight any errors or misunderstandings before you fill in the spreadsheet in full...meaning you don't have to start from scratch!

Ultimately, we're here to help you - so if you're at all unsure about what you need to fill in, please don't suffer in silence, let us know as soon as you can so we can either pick it up on your next project call or set up a dedicated call to go through your questions.

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