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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.