Entity Importer to import a spreadsheet of data into MAT MIS

Click the green button to download the spreadsheet. It includes columns where you can place the information.

The spreadsheet includes columns where you can place the information.

Different columns require data to be in different formats. These include:

• select from a drop-down menu of options (so you can't paste in the information)
• numerical format only (for example 01/01/2001) and letters are not allowed
• mandatory fields which must be filled out

You can see a full list of the requirements for each file in the Entity Importer rules section below.

Click Browse to select your XLS file from your computer, then click Upload.

• On the next page, you can either delete the import, or click Import if you have checked the data and are happy to import it.
• If there are issues with the data, you can fix them from here by clicking on the field highlighted in red. 

You'll then see the completed import. You can click it to access the imported data.

• Pay Scale Name: mandatory
• Pay Range: must use drop down

Please note that to use the Pay scale field, you need to have first set these up in your site by either:

• importing the Pay Scale template (detailed in the above section)
• setting them up manually in Arbor following these instructions: Make sure the Pay Scales you want are set up

Data items:

• Pay Scale: must use drop down
• Gross Salary: mandatory

• Title: must use drop down
• Legal first name: mandatory
• Legal surname: mandatory
• National insurance: mandatory
• Preferred first name
• Preferred surname
• Sex: must use drop down
• Date of birth: must use numerical format
• Ethnicity: must use drop down
• Religion: must use drop down
• Staff number
• Timetable abbreviation
• Business role: must use drop down
• Mobile number
• Home number
• Email address
• Address line 1
• Address line 2
• Town
• Postcode
• Country: must use drop down

• Legal first name
• Legal surname
• National insurance: mandatory
• Start date and time: mandatory, must use numerical format (for example 01/01/2022 10:00)
• End date and time: must use numerical format (for example 01/01/2022 10:00)
• Actual working hours - Top Tip: This is the number of working hours lost as a result of the absence.
• Staff absence category: mandatory. must use drop down
• Sickness category: must use drop down
• Sickness subcategory: must relate to the sickness category
• Narrative

• Legal first name
• Legal surname
• National insurance: mandatory
• Check type: must use drop down
• Check level: must use drop down
• Number
• Check date: must use numerical format

Please note that to use the Pay scale and Pay scale spinal point fields, you need to have first set these up in your site by either:

• importing the Pay Scale and Pay Scale Spinal Point templates (detailed in the above section)
• setting them up manually in Arbor following these instructions: Make sure the Pay Scales you want are set up

For certain things in the list below you can have multiple instances. In this case, you'll need to import the first, then add the rest manually. You can see how to add these in manually here: Adding a contract for a staff member

Data items:

• Legal first name
• Legal surname
• National insurance: mandatory
• Staff employment type: must use drop down
• Start date: must use numerical format
• End date: must use numerical format
• Staff leaving reason: must use drop down
• Staff destination: must use drop down
• Superannuation scheme: must use drop down
• Contract reference
• Payroll number
• Staff origin: must use drop down
• Last pay review date: must use numerical format
• Contract post job title
• Contract post position: must use drop down
• Contract post start date: must use numerical format
• Contract post end date: must use numerical format
• Pay scale: must use drop down
• Pay scale spinal point: must use drop down
• Custom FTE salary amount
• Actual hours per week - Top Tip: This is the number of hours the staff member works per week.
• FTE hours per week
• Actual weeks per year - Top Tip: This is the number of hours the staff member works per year.
• FTE weeks per year
• Linked allowance: must use drop down
• Allowance effective date: must use numerical format
• Allowance end date: must use numerical format
• Gross allowance amount
• Additional payment reason: must use drop down
• Additional payment amount
• Additional payment date: must use numerical format

• Legal first name
• Legal surname
• National insurance number for staff member: mandatory
• Next of kin title: must use drop down
• Next of kin legal first name: mandatory
• Next of kin legal surname: mandatory
• Next of kin sex: must use drop down
• Next of kin mobile number
• Next of kin home number
• Next of kin work number
• Next of kin email address
• Next of kin address line 1
• Next of kin address line 2
• Next of kin town
• Next of kin country: must use drop down
• Next of kin postcode
• Next of kin relationship: must use drop down

• Legal first name
• Legal surname
• National insurance number: mandatory
• Qualification name
• Qualification type: must use drop down
• Qualification class: must use drop down
• 1st subject: must use drop down
• 2nd subject: must use drop down
• Date awarded: must use numerical format

• Legal first name
• Legal surname
• National insurance number: mandatory
• Vehicle type: mandatory. must use drop down
• Car make: must use drop down
• Model
• Colour
• Car registration number
• Parking allocation provided: must use drop down