Expected transmission mode

You (or your integrator) fill in the files using the Reflect standard format.
Depending on the chosen integration method, you upload the files:
- automatically to your SFTP server
- or manually to the Reflect Spreadsheet source within the Reflect application
Reflect retrieves the files according to the agreed frequency and updates the data for the next morning.

⚠️ Reflect does not create/manage SFTP. We connect to the existing SFTP on the client or editor side.

Reflect Standard Model

To facilitate the structuring of standardized exports from the new software, we provide you with an Excel template file called :

“Reflect Custom Data - Template V3.xlsx” containing seven tabs, each representing a type of HR data:

Employee : Employee demographic data.
Contract : Contractual data (job title, contract dates, etc.).
Career : Organizational data (division, department, etc.).
Management : Hierarchical data to identify managers.
Salary : Theoretical/contractual salary data.
Absence: Absence data.
Payroll : data corresponding to the pay slip.

💡 This model can also directly serve as a CUSTOM Spreadsheet data source in Reflect, provided it strictly adheres to the defined formats.

Prepare the Excel file and import it

Open the corresponding data source
Download the V3 template by clicking the button at the top of the page:
Complete the expected columns.
- Columns marked ✅ are mandatory (see details below)
- Keep the exact order and names of the columns, even if some values remain empty.
Adhere to strict formats :
- Dates: ISO format YYYY-MM-DD
- Currency Codes: EUR, USD, GBP…
- Stable Unique Identifiers (do not use only names or emails).
- In case of doubt: contact the Reflect team to validate the format before sending.

Details of tabs and columns in the standard format

Each column in the template corresponds to a piece of expected data. It is essential to uniquely identify an employee using one of the following options :

An Employee ID, or personnel number
A professional email address
A combination of Last Name / First Name / Date of Birth, which may not be unique in certain rare cases

The following is a description of the fields in each tab:

`Employee`

Column	Description	Mandatory
`Legal Entity`	Legal entity / Parent company	✅
`Employee ID`	Unique HR identifier or Staff number	✅
`Professional Email`	Professional email	❌
`Local Employee Number`	Another local staff number	❌
`Last Name`	Last Name	✅
`First Name`	First Name	✅
`Gender`	Gender M for Male F for Female O for Other	❌
`Nationality`	Nationality	❌
`Birth Date`	Date of birth	❌
`Phone`	Phone number	❌

`Contract`

Column	Description	Mandatory
`Legal Entity`	Legal entity / Parent company	✅
`Employee ID`	Legal entity / Parent company	✅
`Professional Email`	Professional email	❌
`Effective Date`	Effective date of the contract information change	✅
`Contract ID`	Unique contract identifier (especially in case of multiple contracts)	❌
`FTE (HR)`	Contractual FTE (Full-Time Equivalent). Figure between 0 and 1. For example, for a part-time employee: 0.5	✅
`Job Title`	Job title	✅
`Employment type`	Contract type: Permanent, Fixed-term, Internship, etc.	✅
`Professional Category`	Socio-professional category	❌
`Original Arrival Date`	Initial date of entry into the organization (if left then returned or if mobility)	❌
`Arrival Date`	Latest date of entry into the company or legal entity	✅
`Contract Start Date`	Start date of the current contract	✅
`Contract End Date`	End date of the current contract (Blank in the case of an ongoing Permanent contract)	❌
`Hire Reason`	Hiring reason	❌
`Departure Reason`	Departure reason	❌
`Departure type`	Normalized departure type: `Regretted`: departure desired by the company `Not regretted:` departure not desired by the company	❌
`Trial Period 1 End Date`	End date of the first trial period	❌
`Trial Period 2 End Date`	End date of the second trial period (if renewal)	❌
`Remote Status`	Remote work status: `Full remote:` fully remote `Hybrid:` remote work authorized `Full office:` mandatory in-office presence	❌
`Employee Status`	Employee status (optional) `Active`: active `Inactive`: inactive	❌

Career

Column	Description	Mandatory
`Legal Entity`	Legal entity / Parent company	✅
`Employee ID`	Unique HR identifier or Staff number	✅
`Professional Email`	Professional email	❌
`Effective Date`	Effective date of the career information change	✅
`Department`	The employee's department (or the closest equivalent). This field can be renamed in Reflect.	✅
`Group X`	Free fields for anything related to the employee's organizational place. These fields can be renamed in Reflect.	❌
`Location Office`	The employee's workplace (or the closest equivalent). This field can be renamed in Reflect.	❌
`Location X`	Free fields for anything related to the employee's location. These fields can be renamed in Reflect.	❌
`Career Stage`	Career level / seniority / grade	❌
`Sub Career Stage`	Sub-level (if relevant)	❌

Management

Column	Description	Mandatory
`Legal Entity`	Legal entity / Parent company	✅
`Employee ID`	Unique HR identifier or Staff number	✅
`Professional Email`	Professional email	❌
`Effective Date`	Effective date of the management information change	✅
`Manager ID`	Unique HR identifier or Staff number of the manager	✅
`Manager Email`	Professional email of the manager	❌
`Manager Last Name`	Last name of the manager	❌
`Manager First Name`	First name of the manager	❌

`Salary`

Column	Description	Mandatory
`Legal Entity`	Legal entity / Parent company	✅
`Employee ID`	Unique HR identifier or Staff number	✅
`Professional Email`	Professional email	❌
`Effective Date`	Effective date of the salary information change	✅
`Planned Fixed Salary`	Amount of the theoretical annual or monthly fixed salary - Base salary	✅
`Fixed Payment period`	Associated payment period: Year: annual salary Month: monthly salary	✅
`Planned Variable Salary`	Amount of the theoretical annual or monthly Variable salary type	❌
`Variable Payment period`	Associated payment period: Year: annual salary Month: monthly salary	❌
`Planned Bonus Salary`	Amount of the theoretical annual or monthly Bonus salary type	❌
`Bonus Payment period`	Associated payment period: Year: annual salary Month: monthly salary	❌
`Currency`	Currency Code: EUR / USD / GBP...	✅

`Absence`

Column	Description	Mandatory
`Legal Entity`	Legal entity / Parent company	✅
`Employee ID`	Unique HR identifier or Staff number	✅
`Professional Email`	Professional email	❌
`Leave Start Date`	Start date of the absence	✅
`Leave End Date`	End date of the absence	✅
`Amount`	Number of days of absence. For a half-day absence: indicate 0.5	❌
`Leave type`	Normalized absence type: `Planned`: Planned in advance `Unplanned`: Not planned in advance Used for calculating absenteeism. It can also be normalized in Reflect.	❌
`Leave Category`	Reason for absence in full: Paid leave, Sickness, etc.	✅

`Payroll`

Column	Description	Mandatory
`Legal Entity`	Legal entity / Parent company	✅
`Employee ID`	Unique HR identifier or Staff number	✅
`Professional Email`	Professional email	❌
`Effective Date`	⚠️ Date of the month concerning the payroll. In case of delayed payroll, you can choose to enter the previous month.	✅
`Pay Amount`	Amount of a payroll line item	✅
`Pay type`	Normalized pay type: Base Variable Bonus It can also be normalized in Reflect.	❌
`Pay category`	Detail of the payroll line items	✅
`Pay subcategory`	Detail of the payroll line items (if more precise)	❌
`Currency`	Currency Code: EUR / USD / GBP...	✅

How do I import it into Reflect?

Follow the standard documentation for file imports in Reflect.

Version Rules

Only the V3 file is currently accepted.
If a new version is released (V4, V5, etc.), your Reflect account manager will contact you to arrange the migration.
Older templates are blocked during upload.

Reflect_custom_data_template_v3.xlsx

Integrating Data via the Reflect Custom Data - Template V3 File