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|
|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|
|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.