Table of Contents
Purpose
After watching the CRM training videos to understand how the Contacts module works, Aspire offers the ability to import your Employee Contacts yourself through Administration.
Below, you can read the instructions for downloading and uploading the Employee Import file, as well as how to fill out each field.
If an employee has already been loaded into Aspire manually do not include them on this spreadsheet.
If you are an IPS client this sheet may not be required. Please reach out to your Inova representative.
Downloading the Employee Import Sheet from Aspire
Next, you can move forward with downloading your Employee import sheet from Aspire!
To download the spreadsheet for entering employee contact information, navigate to your profile icon and select Administration.
Then, select the Application tab, and then Imports.
Under Import Type, select Employee Contact.
Then, select Download Example to download the spreadsheet.
In your browser or file explorer, locate the downloaded spreadsheet and open it!
If your Excel file opens the file in a read only format, then you can select Enable Editing at the top to add your import information.
You'd fill in the spreadsheet with your Employee Contacts that will be imported into Aspire!
🧠 If you need information or examples on each column, keep reading!
Here's an example:
Instructions for the Employee Import Sheet
Please follow the guidelines very carefully below when entering your Excel spreadsheet with your items data to be uploaded into the Aspire system.
Instructions for how to fill out each field, including required fields, are available in the table below.
🧠 Keep in mind:
Do not remove or change any columns on this spreadsheet. If removed or changed, the data load will not work.
Do not press “ENTER” (carriage return) or “ALT+ENTER” (linefeed) anywhere in the spreadsheet. These will not be accepted by our system.
No copyright or ™ symbols
The Contact Type for the Employee Contact import needs to be either Employee or Sub.
⚠️ Columns B, C, Q, U, and V are required fields and must be filled with data. Do not leave these cells empty.
Field Name Descriptions for Your Employee Import
Below are the columns that are available for your Employee import. 👇
Column and Field Name | Description | Example |
A. Salutation | Enter the Employee's Salutation if there is one. | Mr., Mrs., Jr., Dr. |
B. Contact First | This is a required field. This is the Employee's First Name | Camilla, Emilia, Jeremy |
C. Contact Last | This is a required field. This is the Employee's Last Name.
| Smith, Johns, Anderson-Jackson |
D. Contact Job Title | This is the employee's job title. | Crew Leader, Account Manager, Operations Manager |
E. Office Phone | If the employee has an office phone number, | xxx-xxx-xxxx, xxxxxxxxxxx |
F. Home Phone | This is the employee's home phone number. | xxx-xxx-xxxx, xxxxxxxxxxx |
G. Mobile Phone | This is the employee's mobile phone number.
If your company is setting up SMS notifications internally, this is the number that will be used. | xxx-xxx-xxxx, xxxxxxxxxxx |
H. Fax Phone | If they have a fax phone number, you can put it here. | xxx-xxx-xxxx, xxxxxxxxxxx |
I. Contact Email | An email is only required if the employee will be a crew leader for Aspire Mobile or logging into the full desktop version of Aspire.
Not needed for crew members. | |
J. Company | Company the employee works for.
📌 Note: Company needs to exist in Aspire before this import is complete, or the record will not be tied to a Company. | Aspire, Green Scene, Incrediscape |
K. Address1 | Enter street location of employee's home or office. | 1245 Washington Way |
L. Address2 | Enter additional address info if required.
Example: Apartment or Suite Number | Unit 1, Suite 2, 25 |
M. City | The city the employee lives in. | Jacksonville, Chesterfield, Biloxi |
N. State | The state the contact lives in. | FL, CA, Missouri |
O. Zip | The zip code the employee lives in. | 32084, 32084-0724 |
P. Branch | This is the name of the Branch your Employee should be tied to.
If Branches are set up as a Required Field in Admin for your contacts, then this is a required field.
📌 Note: Branches must be set up in Aspire Administration before this import is complete. | Main, West |
Q. Contact Type | This is a required field.
Employee or Sub should be selected for the employee contact. | Employee, Sub |
R. Employee Number | Usually provided by your payroll provider.
Unique number to identify the employee. | 154222, 25365z, 23589 |
S. Employee Pin | Number used for employees to log in to Aspire Mobile.
Recommended a minimum of 4 characters. Letters and numbers can be used. The pin number has to be unique to the employee and can't be used more than once. | 4456, 52120, 3339 |
T. Pay Schedule | Enter one of the pay schedules currently setup in Admin ➡️ Manage Lists ➡️ Pay Schedule.
📌 Note: Pay Schedule must exist in Aspire Administration before this import is complete! | Weekly 40, Salary |
U. Pay Rate | This is a required field. The employees hourly pay rate. If job costing salaried employees is desired, the rate would be an hourly cost based on the annual salary.
📌 Note: If this is not filled out, Aspire will enter a 0 in as the Employee's Pay Rate. | 25.25, 18, or 100 |
V. Burden Percent | This is a required field. Estimated labor burden of the employee. This is the estimated percent of base rate paid by the company.
Examples include company paid insurance or vacation time. Enter a numeric value only in this column.
Percent can be zero but not greater than 100. | 20% should be recorded as 20. |
W. Effective Date | Record the employees current pay rate. Put this as the first day of the payroll period. Date should appear as MM/DD/YYYY.
📌 Note: If this is not entered, the day of the import is recorded as the effective date. | 01/01/2025 |
Uploading the Employee Import Spreadsheet in Aspire
When your spreadsheet is completed with information, you can then head to Aspire to import your Employee Contact information!
Navigate to your profile icon, and select Administration.
Then, select the Application tab, and then Imports.
Under Import Type, select Employee Contact.
Then, you can click the Upload button and choose your file from your computer folders.
The file chosen from your computer will upload into Aspire!
Understanding Errors
As you are importing your records if there are any validation issues with the spreadsheet, they will be flagged under the import type drop down.
Here’s an example:
There is a legend to help you understand the error type:
Depending on the import legend information, you can choose to import the file as is by selecting Complete Import in the right corner of the import window, or you can choose to fix the spreadsheet and begin a new import!