Employee Data Fields Reference

Use this chart to understand which fields are required and what each means.

Field	Description	Values	Required
Relationship	Relationship to Employee	Employee, Spouse or Child	✅
First Name	First name	Employee and Dependent	✅
Last Name	Last name	Employee and Dependent	✅
Date of Birth	Date of Birth (MM/DD/YYYY)	Employee and Dependent	✅
Email	Used for login and notifications	Employee	✅
Secondary Email	Used for login and notifications	Employee	Optional
Employee Phone	Used for SMS and Phone call reminders	Employee	Conditional
Employee Street Address 1	Used for direct mail	Employee	Conditional
Employee Street Address 2	Used for direct mail	Employee	Conditional
Employee City	Used for direct mail	Employee	Conditional
Employee State	Used for direct mail	Employee	Conditional
Employee Zip Code	Used for direct mail	Employee	Conditional
Employee ID	Company-specific identifier	Employee	Optional
Department	Internal department or division	used for reporting	Optional
Location	Work Location	used for reporting	Optional
Dependent Verified	Set to TRUE if QMSCO or disability documents are already on file, or when importing historical data to indicate that the dependent has already been verified.		Optional
Enrolled in Medical	Only required if plans have different eligibility requirements and the plan is included in the audit	Employee	Optional
Enrolled in Dental	Only required if plans have different eligibility requirements and the plan is included in the audit	Employee	Optional
Enrolled in Vision	Only required if plans have different eligibility requirements and the plan is included in the audit	Employee	Optional

There are some nuances with the census that i will point out:

Email Employee ID:

This field is used for sending communications and linking each employee to their dependents. Ideally, the employee and their dependents should share the same email address in this field.

If a shared email is not possible, the Employee ID should be identical for both the employee and their dependents so we can accurately connect them.

Phone and Address:

These fields are optional. Only include them if you plan to send SMS messages or direct mail.

Dependent Verified:

Use this field to indicate that a dependent has already been verified. Set to TRUE when QMSCO or disability documentation is on file, or when importing historical records for dependents that were previously verified.

Enrolled (Medical, Dental, and Vision):

These fields are used to indicate which dependents are enrolled in specific plans. If eligibility varies by product, you can specify this by marking which products each dependent is enrolled in.

💡 Tip: Ensure employee emails are unique — duplicates will prevent import.