Importing employees

Importing employees

The bulk employee import tool lets you add your entire workforce to the HR module at once. Instead of manually creating each employee record, you can prepare a spreadsheet with employee details and upload it all together.

Before you start

• You need admin access to the HR module.
• Create a spreadsheet with required columns: Employee Name, Employee ID, Email, Phone, Department, Job Title.
• Optional columns: Date of Hire, Salary, Bank Account, Tax ID, Manager Name, Address, City.
• Save the file as CSV (.csv) or Excel (.xlsx).
• Ensure employee IDs are unique and consistent with your payroll records.
• Use a consistent date format (e.g., YYYY-MM-DD) for hire dates and other dates.

Steps

1. Go to HR in the main menu. Open in Usystems

2. Look for the Import Employees option (usually a button near the employee list).

3. Click Upload file and select your prepared spreadsheet.

4. The system shows a preview of the first few rows with column mapping:

   • Employee Name and ID are required; missing data turns rows red.
   • The system auto-detects Department, Job Title, and other fields. You can adjust the mapping if needed.
   • Verify that Salary values (if included) are numeric.

5. Once mapping is correct, click Confirm import. The system:

   • Creates an employee record for each row with the provided details.
   • Assigns each employee to the specified department.
   • Duplicate employee IDs are skipped with a warning.

6. When complete, you see a summary (X employees created, Y skipped). Visit the Employees list to confirm the import.

Accounting impact

Imported employees do not automatically set up payroll or salary schedules. After import, you must:

• Visit each employee's profile and set their salary and payment frequency if not imported.
• Configure payroll accounts in Settings (deductions, benefits, withholding accounts) so salary run will post correctly to the GL.
• Run a test payroll for one employee before processing full payroll to verify accounting entries.

Tips & common mistakes

• Use a consistent employee ID format (e.g., EMP-001, HR-2026-01). This helps match your previous HR system and payroll records.
• Assign departments correctly. Departments must already exist in your workspace; the import cannot create new departments. Check HR Settings → Departments first.
• Include hire dates if possible. This affects payroll eligibility and leave accruals. Leave dates blank if not certain.
• Do not import duplicate employee IDs. Check your source spreadsheet for duplicates before uploading.
• For salary information, record it separately from this import. The import focuses on employee identity and department; salary is best set in each employee's profile due to variations (bonus, allowances, etc.).
• After import, test payroll with a small run before processing for all employees. Salary posting may need GL account configuration.

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