Before sending your employee roster to Tava, it’s important to ensure your file is formatted correctly. A consistent format allows Tava to accurately recognize, onboard, and support your employees, and to generate clear, accurate reports for your organization. This guide explains what each field means, which ones are required, and provides an example layout to follow.
File Format
You can send your roster as a CSV or XLSX file. Please use the Tava roster template provided by your Customer Success Manager (CSM) to ensure your file includes all the correct columns and headers.
- Each row should represent one active, benefits-eligible employee.
- Non-U.S. employees should not be included in rosters at this time.
- Keep the column headers and data formats the same each month. Do not rename or reorder columns.
Required Fields and Formatting Guide
| Field Name | Required | Strongly Encouraged | Description |
|---|---|---|---|
| Unique ID | No | Yes | A consistent identifier that won’t change between rosters. If not provided, Tava will generate one. |
| First Name | Yes | Employee’s legal first name. | |
| Last Name | Yes | Employee’s legal last name. | |
| Preferred First Name | No | Employee’s preferred name or nickname. | |
| Date of Birth | Yes | Format: MM/DD/YYYY (e.g., 01/01/1980). | |
| Work Email | Yes | Employee’s work email address. Required for Tava to send onboarding and engagement communications. | |
| Personal Email | No | Yes | Employee’s personal email. Helpful for secondary communication channels. |
| Personal Phone Number | No | Yes | Used to send text-based communications (if opted in). |
| Home Address 1 | Yes | Street address (used for physical mailers or localized communications). | |
| Home Address 2 | No | Optional second line for address (e.g., apartment, suite). | |
| Home City | Yes | Employee’s city of residence. | |
| Home State | Yes | Two-letter U.S. state code (e.g., UT, CA, TX). Non-U.S. employees should not be listed. | |
| Home Zip Code | Yes | Employee’s ZIP or postal code. | |
| Work Location | No | Freeform field to note the employee’s work site or office. Useful for reporting. | |
| Gender | No | Yes | Optional field for demographic reporting and equity insights. |
| Department | No | Department or business unit (e.g., “Sales,” “HR”). | |
| Job Title | No | Employee’s job title. | |
| Employment Type | Yes | Accepted values: Full Time, Part Time, Intern, Temp, Seasonal, Contractor, or blank (for dependents). |
Adding Custom Data Field
You can add up to 3 custom columns to your roster. This data can be used in the analytics export.
Tips for Accurate Rosters
- Use consistent column headers. They must match the template exactly.
- Do not include extra columns unless you’ve discussed custom reporting fields with your CSM.
- Exclude terminated employees or anyone not eligible for Tava access.
- Update rosters monthly to capture new hires, role changes, or terminations.
- Consider adding optional data. This includes department, job title, and gender and allows Tava to deliver more meaningful reporting insights.
Need Help?
Your Tava Customer Success Manager (CSM) can:
- Provide the latest roster template.
- Review your roster format before your first upload.
- Help troubleshoot any formatting or validation errors.