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Employee data fields

Utilize the following table to determine which parameters to include in your data feed file. Data fields are case sensitive. Ensure that the column headers match the listed parameters exactly. Since more than one file may be submitted, it is possible that each file contains different (more or less) data fields. As example, a file that includes all updates may only include the identifying column(s) and email address to update this data point. Only include columns you wish to populate.

If including additions and updates together ensure that the rows are populated for each field expected to contain a value. Including columns that do not contain data for the individual rows, but for which data exists in Guardian will result in the clearing of that field.

Parameter Description Type Max Required for Creation

ID.socialSecurityNumber

Identifying column parameter name; use when the existing employee record can be identified by the social security number field

string

11

Conditional6

ID.profileId

Identifying column parameter name; use when the existing employee record can be identified by the employee ID field

string

30

Conditional6

firstName

Employee's first name

string

40

Yes

lastName

Employee's last name

string

40

Yes

middleName

Employee's middle name

string

25

No

socialSecurityNumber

Employee's social security number

string

11

Conditional2

dateOfBirth

Employee's birthdate

date string

N/A

No

startDate

Employee's hire date

date string

N/A

Yes

profileId

Employee's company-issued identification

string

30

Conditional2

otherName

Employee's maiden name

string

40

No

jobTitle

Employee's title

string

80

No

emailAddress

Employee's email address

string

80

No5

locationId.name

Employee's assigned worksite location's name

string

80

Yes1

locationId.number

Employee's assigned worksite location's number

string

80

Yes1

legalEntity.name

Employee's assigned legal entity's name

string

80

Conditional3

terminatedDate

Employee's termination date

date string

N/A

No

languagePreference

Employee's preferred language (used to present onscreen help text). Send a 1 value to indicate 'English' and 2 to indicate 'Spanish'

int

N/A

No

custom1

Optional Organization-defined custom field

string

255

Conditional4

custom2

Optional Organization-defined custom field

string

255

Conditional4

custom3

Optional Organization-defined custom field

string

255

Conditional4

custom4

Optional Organization-defined custom field

string

255

Conditional4

custom5

Optional Organization-defined custom field

string

255

Conditional4

custom6

Optional Organization-defined custom field

string

255

Conditional4

custom7

Optional Organization-defined custom field

string

255

Conditional4

custom8

Optional Organization-defined custom field

string

255

Conditional4

notificationEmail1

Optional organization-defined email notification recipient

string

255

No

notificationEmail2

Optional organization-defined email notification recipient

string

255

No

addressStreet

Physical street address

string

80

No

addressStreet2

Physical street address

string

80

No

addressApartment

Apartment number

string

80

No

addressCity

City address

string

50

No

addressState

State address

string

20

No

addressCountry

Country address

string

50

No

addressZip

Zip code address

string

10

No

workNumber

Work phone number

string

20

No

workExtension

Work phone extension number

string

10

No

homeNumber

Home phone number

string

20

No

homeExtension

Home phone extension number

string

10

No

cellNumber

Cell phone number

string

20

No

cellExtension

Cell phone extension number

string

10

No

createLogin

Indicates if a login should be created for the employee.

bool

N/A

No

sendLoginEmail

Indicates if email about login info should be sent to employee.

bool

N/A

No

rehire

Indicates if the employee already exists in Guardian and is being rehired for a new period of employment

bool

N/A

No

createI9

This action creates an electronic I-9 (non-remote processing) within the employee record and assumes a Guardian user will complete Section 2.   Send a ‘yes’ value to insert a new I-9 record. Send a ‘if allowed’ to allow the system to determine if an I-9 can be created for the employee. 7

bool

N/A

No

createRemotehireI9

This action creates an electronic I-9 within the employee record and activates the remote processing workflow in which the employee will complete the I-9 with an authorized representative acting on behalf of the company. It is not necessary to use the sendLoginEmail or createLogin parameters for this workflow. Send a ‘yes’ value to insert a new I-9 record. Send a ‘if allowed’ to allow the system to determine if an I-9 can be created for the employee. 7

bool

N/A

No

1 When assigning or updating an employee’s location, your file must include sufficient identifying parameters to find the desired location. As a result, the use of one, the other, or both location related parameters (locationId.name and locationId.number) must be present in the file.

2 When creating a new employee be sure to send a value for the field that you will later use as an identifying column (i.e. socialSecurityNumber, or profileId) otherwise future updates of the employee record will fail.

3 When legal entities are activated for your organization, new employee record creation must include the applicable legal entity assigned to the employee.

4 When custom fields are included in your hierarchy, new employee record creation must include an existing choice value for each defined custom field.

5 When using the sendLoginEmail directive an email address must exist for the employee record or be included in the data row within the data feed file.

6 You must send one of these identifying column parameters when you intend to update existing employee records.

7 The field value is case sensitive. Sending a ‘Yes’ value instead of ‘yes’ value will result in an error. I-9 records may be created when specific conditions are met. Specifically, an employee may not have an open I-9 or unresolved E-Verify record. If the employee is in a state in which a new I-9 record cannot be added an a ‘yes’ value is sent, then the row will result in an error. Using the ‘if allowed’ option allows the row to be accepted regardless of the state of the employee record. A new I-9 record will be added if the conditions of the employee record allow addition. Note: the createI9 and createRemotehireI9 are mutually exclusive. You should send a value for only one or the other field. Sending a value for each field for an individual employee will result in an error. Leave these fields empty if you do not wish to take action for a specific row.