⚠️Important:
Before you download and complete the template, make sure all required pay scales, staff factors (FTE types), and job types already exist in your scenario. If you add new ones later, you must download a new template and repopulate it.
If you are in a trust, templates downloaded from each school account may be specific to that school, so using one “general” template for all schools may cause uploads to fail.
Download the Import Staffing Data Template
In your scenario, click the Scenario menu.
Under Data Settings, click Import Staffing Data.
Click Download Template.
The downloaded template:
Includes the Pay Scales and Staff Factors (FTE types) from the scenario it was produced from.
Includes any Job Types that exist in the Job Types section of the Academy/School menu at the time you download it.
Complete the Import Staffing Data Template
The template has two main types of columns:
Twelve fields you can type into directly
You can enter data manually or copy and paste into these columns (for example, First Name, Surname, Date of Birth).
Eight fields with drop-down menus
You must select an option from the drop-down list. Typing values into these fields instead of selecting from the list can cause the import to fail.
There are two tabs at the bottom of the template:
Teachers
Support Staff
Make sure you select the correct tab before entering data.
There are many available fields, but only some are mandatory for the import to work. In the template itself, mandatory fields may be shown in bold. In the list below, field names are bolded for clarity only and do not indicate which fields are mandatory.
Field descriptions
Forename | First name of the member of staff. |
Surname | Last name of the member of staff. |
DOB | Date of Birth. |
Ref No | Reference number of the member of staff e.g. Personnel Number. |
Section | Selecting the type of expenditure section the staff falls under. |
Contract Ref | Reference number of the contract. |
Job Type | Job role of the member of staff. |
FTE Type | Whether it falls under a teacher or support staff FTE type. |
Scale | Pay scale the member of staff is assigned to. |
Scale Point\Award | Assign a particular point they are on or a monetary amount the staff is awarded. |
FTE (Teacher’s Tab only) | The Teacher’s full-time equivalent hours is equal to 1 if they are part-time enter the number that matches. |
Hours/Week and Week/Year (Support Staff Tab only) | Support staff hours and weeks are entered, but cannot exceed the maximum full-time equivalent. |
SEN | Select from MIN and MAX SEN allowances, if the member of staff has it. |
TLR | Select from various TLRs. |
Additional Allowance | If they've got a different type of allowance, enter the monetary amount here. |
Start Date | When the member of staff starts, if nothing is entered the software presumes the member of staff is on the job from the start of the budget. |
End Date | When the member of staff leaves, if nothing is entered the software presumes the member of staff is in the job from the start of the budget. |
Pension | Select Yes or No to whether the staff is in the mentioned scheme or not. |
Auto Increment | If a member of staff assumes increments on scales within the budget, select Yes or No. |
Increment On | The date that the auto increments go up. |
Increment By | An end date for the auto increments to stop is only applicable if the flexible pay function is used by using an Award. |
Ignore | If a member of staff isn't imported, select No and their details won’t be brought in. |
Once you have entered all required staff data on the Teachers and/or Support Staff tabs, save the spreadsheet.
Upload the Staffing Data Template
Save your completed Import Staffing Data template.
In Access Education Budgets, return to the Import Staffing Data screen for your scenario.
Click Browse (or Choose File) and select your saved template file.
Click Upload.
When the import is complete, a confirmation message shows how many staff records were imported.
If some information is incorrect (for example, a staff member’s hours exceed the allowed FTE), that staff member will not be imported. If there are too many errors, the sheet may not import at all and you will need to correct the data and upload again.
After a successful import, go to the Staffing section of your scenario and check that each staff member’s details are correct. This completes the staffing import process.