If your organization has a large number of employees and you prefer not to add them manually, you can import them using a CSV file. Below is a step-by-step guide to uploading employee data to your HR-ON Staff account.

Step 1: Download the Import Template

1. Go to Settings > Manage Employees > Import Employees.
2. Click Download Import Template to get the Excel file.
3. Fill in the employee data in the template.
4. • Note: Only mandatory fields (first name, last name, department, primary email, and language) are required.

Step 2: Ensure Data Consistency

When filling out the Excel file, make sure all data matches exactly with how it’s recorded in HR-ON Staff:

• Department Names: If a department is named "Finance" in Staff, write it exactly the same way in the Excel file. ✅ Correct: Finance ❌ Incorrect: Finance/Accounting or finance
• Hidden Spaces: Remove any trailing spaces (e.g., "Finance " → "Finance").
• Capitalization: Match the capitalization in Staff (e.g., "Customer Success Manager" must match exactly).
• Leading Zeros: If a value starts with zeros (e.g., 0012345 or +45), add an apostrophe (’) before the value to preserve formatting:
• • ’0012345 (for IDs)
  • ’+45 (for country codes)

Step 3: Run a Data Analysis

1. Upload the Excel file under Settings > Manage Employees > Import Employees from CSV.
2. Click Analyze to check for errors.
3. Review any errors or warnings (e.g., missing departments or incorrect manager emails).
4. • Error: "Department does not exist in Staff" Solution: Create the department under Settings > Departments > Add Department.
   • Error: "Data not recognized" Solution: Fix typos, spaces, or capitalization in the Excel file.
   • Error: "Manager not found" Solution: Replace the manager’s name with their primary email in the Excel file.
5. Correct any issues, save the file, and re-run the analysis.

Step 4: Complete the Import

1. Once the analysis is error-free, proceed with the import.
2. For large datasets (e.g., 1,000+ employees), the process may take a few minutes.
3. Monitor progress in the Employee Overview (under the Employees menu).

Tips for a Smooth Import

• Double-check spelling, spaces, and capitalization to avoid errors.
• Use the apostrophe trick (’) for numbers or codes starting with zeros.
• Grab a coffee while the system processes large imports! ☕

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Manage employees Properties of the employee tab