What your headcount sheet needs
Two columns are required everywhere. Everything else switches on more detail. Your own column names work — you confirm the match on screen.
What each column is for
| Column | Needed | Used by | What to put | Example |
|---|---|---|---|---|
| Employee Code | Required | Every report | Unique code per person, as your HRIS issues it. | E1042 |
| Employee Name | Required | Every report | Full name. | Priya Raman |
| Manager Employee Code | Recommended | Org chart, succession review | The Employee Code of their manager. Blank for the top of the house. | E1001 |
| Job Title | Recommended | Org chart, succession review | Current title. | Head of QA, Bengaluru |
| Band | Recommended | Succession review | Grade or band. | M4 |
| Division | Recommended | Splits on every report | Business unit. Blank divisions are filled in from the manager. | Quality |
| Department | Optional | Extra detail | QA Compliance | |
| Location | Recommended | Attrition review splits | Site or city. | Bengaluru |
| Employment Status | Recommended | Attrition review | Active, Notice or Exited. Include leavers from the last 12 months. | Active |
| Exit Date | Recommended | Attrition review | For people who have left. | |
| Gender | Optional | Diversity splits | As recorded in your HRIS. | Female |
| Last Rating | Recommended | Succession review | Last calibrated rating, starting with a digit 1–5. | 4 - Exceeds |
| Potential | Recommended | Succession review | Well placed / Growth / Ready for more, or Low / Medium / High. | Growth |
| Date of Birth | Optional | Duplicate check | Used to spot the same person entered twice. | 1986-04-12 |
| Date of Joining | Recommended | Tenure band | Dates as YYYY-MM-DD, DD-MM-YYYY, DD/MM/YYYY or 12-Apr-2020. | 2019-06-03 |
| Date In Current Role | Optional | Extra detail | 2022-01-10 | |
| Last Promotion Date | Optional | Extra detail | 2022-01-10 | |
| Critical Role | Recommended | Succession review | Yes / No. Overrides title rules for that row. | Yes |
| Skills | Optional | Reserved for the skills report (in development) | Separated by a vertical bar |. | GMP Auditing | CAPA |
General steps, four systems
Look for an ad hoc report, or the Employee Central export, under Admin Center. Include separated employees. Menu names vary by version — ask your HRIS admin for an employee master export including leavers if you can't find it.
Use the Reports or Analytics section to export an employee master, including exited employees. Menu names vary by version — ask your HRIS admin for an employee master export including leavers if you can't find it.
Use the People or Reports section to export employee data, including exited employees. Menu names vary by version — ask your HRIS admin for an employee master export including leavers if you can't find it.
Use the Reports section to export an employee list, including former employees. Menu names vary by version — ask your HRIS admin for an employee master export including leavers if you can't find it.
Run the sample, then your own file
The sample shows every report working before you upload anything of your own.