Import Employee Records Using Import File

As the HR Manager (or Admin), you can use the import function to add a large number of employee records simultaneously, saving significant manual entry time. This is typically done using a prepared spreadsheet (like a CSV or Excel file).

The import process starts from the People Management: Employee List screen.

Step 1: Navigate and Prepare for Import

1. Navigate to the People Management module using the left-hand menu.

1. On the Employee List screen, locate the action buttons in the top right corner of the table.

1. Click the Upload/Import Icon.

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Step 2: Prepare the Data File

It is crucial to prepare your file according to the system's requirements.

1. Download the Template: Click "Download Sample Employee CSV" to get the correct column structure.

1. Verify Headers: Ensure your CSV file uses the exact following headers: first_name, middle_name, last_name, email, phone, birth_date, gender, branch, department, position, hired_at, shift_type, address, barangay_code, city_code, province_code, region_code, zip, country, tin_id, sss_id, philhealth_id, and pagibig_id.

2. Mandatory Fields: All fields are required except middle_name.

3. Date Format: Ensure all dates (birth_date, hired_at) are in YYYY-MM-DD format (other common formats may be auto-converted).

Note: If a branch, department, and position does not exist in the system, it will be automatically created during the import.

Step 3: Upload and Validate the File

1. On the Import Employee CSV modal, click "Choose File" and select your prepared CSV file.

1. Click the "Next" button.

1. The next step will prompt you to map your CSV columns to the system fields (if they do not match the required headers).

1. The system will then perform a validation check.

• Crucial Validation Point: The system will skip rows where barangay_code, city_code, province_code, and region_code are not valid numeric codes. You must correct any validation errors shown.

1. Once the validation is successful, click "Confirm Import" (or similar final button) to finalize the import process.

The new employee records will then be added to your Employee List.