Now you can import employees without a template file, you can use any .csv, .xls or .xlsx file, or you can use the copy / paste function directly. Read this article to find out the details for a proper import.
1. Uploading data
There are 2 ways to record data, either by uploading a file or by copying the paste function in the corresponding areas on the application interface.
- From the main menu “Employees” – “Import employees”
- Upload the file to the “Upload a file” area or copy and paste the desired data into the “Paste from Excel” area
2. Defining fields
In this step you will choose what each column means. At this point you will be able to choose between:
- Full name (this field is required and can consist of 2 columns: First and Last Name)
- Team
- Email (must be unique to each user)
- Password (must be at least 7 characters long)
- Social security number
- CI series and number (this field can be composed of 2 columns: CI series and CI number)
- CI released by
- CI released on
- Date of birth
- Occupied position
- Internal number
- Employment contract (this field can be composed of 2 columns: Employment contract number and Employment contract date)
- Phone number
- City
- County
- Address (this field may consist of 7 columns: Street, Block, Staircase, Floor, Apartment, Postcode, Number)
- Section
- Location
- Bank account
- User note (this information will be displayed under the name of the employee in the application)
- Date of employment
- Date of expiry of the employment contract
- Norm (this is the daily norm ex: 8h / day, 6h / day, 4h / day, etc)
- RFID series (time card series)
- Paid leave (days off for various years, or other types of paid leave)
- Food coupons card card series
- Food coupons value
Attention!
For fields that contain data type information, make sure that you format these columns in the file, and then choose the correct format when assigning the fields.
3. Check data
During this stage, you will be able to do an additional check before registering the data in the application. You can choose which data to check and what to do with the data after it.
To import employees you will be able to check for duplicates in your employee list or you can use this step to update existing users in the application.
The comparison will be made based on the following fields, from which you can choose:
- Internal number
- Social security number
- RFID series
If you do not want to check the data, you can deactivate it on the “On / Off” button.
If you chose the “On” option – you will need to choose one option for the fields:
- “If a match is found”
- “If a value does not already exist”
Select the desired options and click “Next” to continue.
4. Data validation
In the validation part, if there are duplicates you will choose what happens to each of these data.
Either change the data to resolve conflicts and import the data, or skip that row.
Make the desired selections and click “Next” to continue.
You will be informed later about the actions that will be taken for your data. If you agree with this conclusion, click “Next”.
5. Completed
When you reach this stage it means that you have completed the import. You can upload another document now by clicking the “Retry” button, or you can leave this page.
