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.
  2. 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 is needed for the preparation of employee data, other sheets are there to provide additional information about the employee data fields.
    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 ID must be made unique, i.e. you must not repeat the data in this field for each employee.
    6. Fields like JobPosition_Code and JobPosition_Name will be used to set up the referenced items, in this case it is Job Position. JobPosition_Code is a required field, while JobPosition_Name is not. However, it is highly recommended that you provide the corresponding job title to JobPosition_Name, otherwise the value for JobPosition_Code will be used for JobPosition_Name.
    7. Note that Line_Manager_ID refers to the employee ID of the manager or supervisor.
    8. Don't forget to fill in employees' Email, as this will come in handy when you are ready to invite them to sign up for their Employee Web Accounts.
    9. 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.
    10. 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.
    11. 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.
    12. 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.
    13. 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.