Guide: Admins Getting Started Part 09 - Preloading Data – SimplyMerit Knowledge Center

This article explains how HR Administrators can preload data during the import process so that specific fields typically entered by managers are already populated when managers begin working in SimplyMerit. Preloading can help guide managers, surface recommended values, and ensure consistent communication throughout the organization.

What “Preloading” Means

Preloading involves including values in your import file that populate fields that would otherwise be blank or manually entered by managers. These values are visible on manager screens (such as My Org and My Team) and can be adjusted by managers if needed.

Preloading is optional but helpful when you want to communicate recommended values or standard text before managers begin entering their own data.

Preloading Employee Exceptions

To preload employee-level exceptions via import:

Add the column merit_percent_exception to your CSV file.
For each employee for whom you want an exception, populate the cell with a percent value.

When processed:

SimplyMerit creates an employee-level exception for each row with a value in this column.
Exceptions are displayed on the Configuration → Exceptions page for the HR Admin and are factored into subsequent calculations as needed.

This allows you to establish exceptions in bulk rather than manually configuring them after import.

Preloading Recommended Merit Percentages

To preload recommended merit increases:

Add the column merit_percent to your import file.
Populate the percent value that you want managers to see for each employee.

Key difference between merit_percent and merit_percent_exception:

merit_percent: Displays a recommended merit percentage to managers on their screens (My Org, My Team). Managers may adjust these suggestions during their workflow.
merit_percent_exception: Creates an actual exception record, which alters the merit logic based on administrative rules.

Preloading recommended merit is a helpful way to establish baseline guidance for managers before they enter merit decisions.

Preloading Comments

You can preload comments for merit, bonus, and equity:

Simply include the appropriate comment fields in your import file (e.g., comment, incentive_program_1_comment, grant_1_comment, etc.)
Preloaded comments appear to managers as default text when reviewing and entering compensation data

Managers can adjust preloaded comments if needed.

Tip: Formatting Multi-Line Comments

If you want a comment to span multiple lines for readability:

In Excel on Windows: Press Alt + Enter within the cell
In Excel on Mac: Press Control + Option + Enter
Alternatively, use Excel formulas such as:
```
=B2 & CHAR(10) & C2 & CHAR(10) & D2
```
Ensure that Wrap Text is enabled on the cells so that line breaks display correctly

Multi-line comments help convey detailed guidance or instructions to managers.

Preloading Bonus Amounts and Performance Factors

You can preload bonus-related values where applicable:

incentive_program_1_performance_factor
incentive_program_1_amount_earned

By including these columns in your import file, you provide managers with default bonus performance factors or “amount earned” values before they begin entering or adjusting bonus recommendations. This can be particularly helpful when bonus performance metrics are standardized or established in advance.

Preloading these values does not lock managers into them; managers can still adjust based on business needs.

Requirements for Preloaded Fields

When preloading fields:

Ensure that your CSV file uses the correct column headers (case-sensitive as expected by SimplyMerit)
Enable Wrap Text in spreadsheet cells when using multi-line comments
Include only the employees where preloading applies if you intend to target specific populations

Preloading works in conjunction with subsequent imports and does not override manager decisions unless you explicitly upload fields that managers have already modified.

When to Use Preloading

Use preloading when you want to:

Give managers a consistent starting point for merit recommendations
Provide default comments or instructions
Establish baseline bonus values before manager review
Apply targeted exceptions or default values in bulk

Preloading is especially useful when launching a cycle and preparing managers with initial data before their involvement begins.

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