Employee Data Field

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.

Any identified fields included in the file will be updated. For existing records, 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. Any field not defined within the file is ignored during record update.

Organizations must create separate files for employee additions and updates. Further, termination information should be submitted in its own file to minimize the amount of data to update and prevent the unintentional removal of existing termination dates.

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	string	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	string	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.