Import Employee Data

  1. Overview
    • If your organization has more than a handful of employees, it may be easier and faster for you to set up your employee data via the Employee Import feature.
    • Even if your employee headcount is not big, the import feature still makes a great time-saver, as you may save yourself a great deal of time performing bulk update for certain employee information from time to time.
  2. Best Practices
    • Before you start importing, it will help you breeze through the whole import process if you adopt these recommended approaches to importing your Employees.
    • First, try to add a few Employees manually to get a better understanding of the purpose of the data fields.
    • After that, go through this user guide to understand the steps involved and what to expect if error happens.
    • Examine the downloaded Excel template for the data structure provided. There are plenty of useful comments in the template to guide you through the data fields, such as which are the required fields or what possible values are allowed.
    • Finally, you may start to prepare your first dataset for the import, but it is strongly recommended that you prepare a small dataset of 5 to 10 records for the first import. You may always import the rest of the data afterwards. Doing so will help you identify the potential problems easily if the import is not completed successfully. You may then examine and correct the invalid data by following the instructions sent to you when your import is processed.
    • Note: Remember to check your mailbox for notifications of import result before performing subsequent import again to make sure that previous import has been completed successfully.
  3. Steps
    1. To prepare your employee data for import, you could download the Excel template from the Import Employee Data window accessible via Employee->Management->Import.
    2. In the Excel template, only the first sheet named Employee Data is needed for the preparation of employee data. The Lookup sheet provides lookup data for some of the employee data fields. Fields that could select data from the lookup lists are indicated with underlined field names, e.g. Nationality.
    3. The Excel template comes with some sample data that you may delete once you get an idea of how to fill up the employee data. If you are a new user, you may also import this Employee data in order to populate your account with some sample test data for you to start exploring HR.my.
    4. Make sure that you fill in all the Required fields accordingly, and you may leave other fields empty if you do not need them (most of them will be empty or be provided with some default data if unfilled). DO NOT remove or change any of the headers from the first sheet, and you must keep the first row (i.e. header row) intact. Start entering your employee data from the 2nd row.
    5. Fields like EmployeeID must be made unique, i.e. you must not repeat the data in this field for each employee. Otherwise you will receive error result like "Duplicate Employee ID is not allowed."
    6. Even though Email field is optional, it is highly recommended that employee's email address is filled up when you are importing the data. The email address will become very handy when you are ready to invite employees to sign up for their Employee Web Accounts.
    7. Fields like JobPositionCode and JobPositionTitle will be used to set up the referenced items, in this case it is Job Position. You may want to set up corresponding Job Position first before importing (via Employer->Job Position), however, you may also create new Job Position on the fly when you are importing. JobPositionCode is a required field, while JobPositionTitle is not. If you are assigning a JobPositionCode that has already existed, you may leave the JobPositionTitle empty. Should you want to create a new Job Position by assigning new JobPositionCode, it is highly recommended that you provide the corresponding job title to JobPositionTitle, otherwise the value for JobPositionCode will be used for JobPositionTitle. This applies to fields like DepartmentCode, BranchCode, LevelCode and BankCode too.
    8. If you need to assign a Line Manager for an employee, you will need to assign the corresponding Line Manager's EmployeeID to the employee's LineManagerID field.
    9. If you want to import Employee data as new records, just leave the ImportAction field blank. If somehow you want to update certain existing Employee records (identified by EmployeeID), you may set those records' ImportAction field to Update. Upon processing your import data, if the records exist, they will be updated with the new data, otherwise error will be reported.
    10. When you are done, click Excel's File->Save As menu, and in the pop up window, choose Comma Separated Values (.csv) as the Format to save.
    11. Proceed to the next step in the Import Employee Data window, and click Attach File to select the CSV file that you prepared just now, and click Import to start the import process.
    12. When the CSV file is successfully uploaded to HR.my, you will be prompted with a message that the import process has started. Sit back and relax, you will be notified again by email when the process is done.
    13. You will soon receive an email detailing the result of the employee import process, including how many employee records imported and skipped, and the corresponding reasons why certain records are not imported.
    14. If the employee data is not imported completely, you may:
      1. Remove successfully imported Employee Records from the CSV file.
      2. Double check Invalid Records and correct the errors.
      3. Upload and import the rest of the data after correcting the errors.