Employees Import Into PeopleForce

A quick manual on how to import employees into the system.

You can download the file (template) here in the .csv and xlsx formats.

The Import functionality supports two file types: .csv and .xlsx. Before you upload a spreadsheet make sure that all cells contain correct information, so that the system could process it. Refer to the template provided above, if you need an example.

Mandatory fields are bold:

employee_id - Employee ID
first_name - Employee first name
middle_name - Employee middle name
last_name - Employee last name
email - Working email
personal_email - Personal email
date_of_birth - Date of birth
gender - Gender
hired_on - Hiring date
phone_number - Work phone number
mobile_number - Personal phone number
employment_type - Type of employment
position - Position
department - Department
division - Division
location - Location
facebook_url - Facebook profile
linkedin_url - LinkedIn profile
twitter_username - Twitter username
skype_username - Skype username
slack_username - Slack username
skills - Skills
reporting_to_employee_id - Manager’s ID
salary_amount - Salary amount
salary_currency_code - Currency
salary_effective_on - Salary effective date
salary_frequency - Payment frequency ( hour, day, week, month, year )
access - Access to system ( 0 - Disabled, 1 - Enabled)
ldap_username - LDAP username. It is used only if the LDAP is activated. Find more information about alternative ways to access the system here.

Please note that when you import employees, make sure that the imported data has the correct format of: date (01.01.2021), phone number (+380), full name, email address. All fields are validated by the system.

The current date format can be found in Settings -> General. When you make an import, the imported dates have to correspond to the current date format in your account.

The import functionality can be also used to update multiple employee profiles. All employee profiles are linked to their unique system IDs.

So when you import new data, you have to double check if the uploaded employee IDs correspond to their actual system IDs. If an employee ID doesn't match, then a duplicate employee record will be created within the system. In case the import is successful, then the current profile data will get updated.

It is important to know that if you import departments, then subsidiaries won’t be lined up automatically. After the data gets imported, you have to set up your department's structure manually.

Furthermore, you can even import custom fields.These custom fields can be created inside the employee’s profile in case you need to add additional information.

To create a new custom field, go to Settings -> Employee Fields.

If you want to import data using custom fields, you simply have to fill out the first cell of the required column with the custom field name as shown below. This data will be mapped automatically against system custom fields that were created previously.

It is important to mention that when a spreadsheet is saved, you have to select the comma as the delimiter.

Open the Settings and navigate to the Import.

If you can’t find the ‘Settings’ and the ‘Import’, this is very likely that you don’t have access to it. 🔒 If that’s the case, then address this issue to your system administrator.

From the dropdown menu select Employees, choose the file for import, and click Next.

Once the spreadsheet is uploaded, you can verify if all fields were imported properly. If some fields were not mapped automatically, then you can map the required fields manually.

The system supports automatic validation of imported data. If the imported data has incorrect format, it will be colored in red.

In case the imported data is not valid

You have to edit the file and replace the invalid data with the correct one, and reupload the file again.

Users can view the history of all uploaded files within the Import menu. Furthermore, the system provides important details on this page such as the number of imported or updated employees, and also the number of errors.

You can also open the journal and view detailed information about import errors.

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