Importing employees from Excel/CSV

Importing employees from Excel/CSV

If you have a list of employees in Excel or CSV format, you can import them all at once instead of creating each record manually. This is the fastest way to set up your employee roster when you're getting started or onboarding a large team.

Before you start

• Export or prepare your employee list as an Excel (.xlsx) or CSV (.csv) file
• Your file must include at least the required columns: employee name, date of birth
• Recommended columns also include: mobile number, email, department, job title, start date, employment type
• Check that there are no duplicate names in your file (if two people have identical names, flag them with an employee number)
• All dates should be in a consistent format (e.g., DD/MM/YYYY or YYYY-MM-DD)
• You must have permission to create employees (HR admin or manager role)

Steps

1. Go to HR → Employees. Open in Usystems

2. Click the Import button (usually a spreadsheet or upload icon).

3. Choose your file:

   • Click Select File and choose your Excel or CSV file from your computer
   • Usystems displays a preview of the first few rows

4. Map the columns:

   • The import screen shows your file's columns on the left
   • Match each column to the corresponding employee field (e.g., your "First Name" column → Usystems "First Name" field)
   • Click on a cell to select a different target field if the auto-match is wrong
   • Required fields are marked in red; optional fields can be left unmapped

5. Choose what to do with existing records:

   • Create only: Import only new employees; skip any with duplicate employee numbers or email addresses
   • Update if exists: If an employee number matches an existing record, update that record; otherwise create new
   • (Choose based on whether you're starting fresh or refreshing existing data)

6. Review the preview:

   • Scroll through the preview rows at the bottom to confirm the mapping looks correct
   • If a column is mapped wrongly, click it again to reassign it

7. Click Import to upload all employees.

8. Review the result:

   • Usystems shows a summary: "X imported, Y skipped, Z errors"
   • If there are errors, they're listed by row (e.g., "Row 5: invalid date format")
   • Correct the errors in your source file and re-import if needed

Accounting impact

Importing employees does not directly affect your accounts. However, once payroll is configured, every employee's salary will post to the appropriate expense account at the time their salary is processed.

Tips & common mistakes

• Use the download template. When you open the import screen, there's often a "Download template" link—use it to see exactly which columns Usystems expects.
• Dates must be in the same format. If your file mixes DD/MM/YYYY and MM/DD/YYYY, the import will fail on some rows.
• Employee numbers must be unique. If two rows have the same employee number, Usystems will skip the second one.
• Empty cells are OK. You don't have to fill in every column; leave optional fields blank if you don't have the data.

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