Import & Export Employee

Navigation Path

Export & Import → Employee

URL

/export-import/export-import-employee

Description

• Allows bulk import and export of employee data
• Supports filtering and sorting for targeted employee data exports
• Provides Excel template for structured data import/export
• Enables updating existing employee information in bulk
• Streamlines employee data management across the organization

1. Page Components

Top Action Link

Export Example In Excel

• Location: Top-center of the page
• Function: Downloads pre-formatted Excel template
• File Format: Excel (.xlsx)
• Contents:
  • Column headers for all employee data fields
  • Built-in instructions for each field
  • Data format examples and validation rules
  • Sample employee entries
  • Notes on required vs optional fields

Important: The template includes comprehensive instructions on:

• Employee personal information fields
• Employment details and dates
• Bank and statutory information
• Contact details and addresses
• Organizational assignments (unit, department, designation)
• Salary structure linkages
• Required and optional fields

2. Filter Section

Filter Fields

Employee Field

• Type: Multi-select dropdown with search functionality
• Features:
  • Search employees by name or code
  • Select multiple employees simultaneously
  • Clear all selections (X button)
  • Upload icon for bulk selection
• Display Format: [Employee Code] | [Employee Name]
• Examples:
  • PFSBBAN691 | GOWRAMMA
  • PFSBHYD119 | SK JAHIDUL ALMO SK JAHIDUL ALMO
  • PFSBDDN229 | BINESH DEVI
  • PFSBB5763 | RAM GOCHHAYAT
• Purpose: Export specific employees' data only

Unit Field

• Type: Multi-select dropdown with search functionality
• Features:
  • Search units by code or name
  • Select multiple units simultaneously
  • Clear all selections (X button)
  • Upload icon for bulk selection
• Display Format: [Unit Code] | [Unit Name]
• Examples:
  • UNT00007683 | TATA TELE SERVICES, NOIDA
  • UNTPFS00008321 | BLS INTERNATIONAL SERVICES LTD.
  • UNT004989 | GOLDEN SPARROW KESSEL MALL, KURUKSHETRA
  • UNTPFS00008316 | M/S.IBS SOFTWARE
• Purpose: Export all employees from selected units

Select By Field

• Type: Single-select dropdown
• Default: "-- Select By --"
• Purpose: Group or filter employees by specific criteria
• Options:

Use Case:

• Select "Department" to export employees grouped by department
• Select "City" to get location-wise employee data
• Select "Nature Type" to separate permanent and contractual employees

Select Sort By Field

• Type: Single-select dropdown
• Default: "-- Select Sort By --"
• Purpose: Sort exported employee data
• Options: Similar to Select By options (Employee Code, Employee Name, Unit, Department, City, Nature Type)

Use Case:

• Sort by "Employee Code" for sequential employee listing
• Sort by "Employee Name" for alphabetical order
• Sort by "Unit" to organize by branch

3. Action Buttons

View and Reset Buttons

4. Import Sections

The page has two separate import sections for different purposes:

Section 1: Import New Employee Data (Left Side)

Section Title: Select (Employee Excel) File:

Purpose:

• Import completely new employee records
• Add employees that don't exist in the system
• Bulk employee data entry
• Useful for onboarding multiple employees

Use Case:

• New company setup with multiple employees
• Branch expansion with new hires
• Annual hiring drive data entry
• Migrating from another system

Note: For importing only new joiners, use the dedicated "New Joiner Imp" page for streamlined onboarding.

Section 2: Import Exported Employee Data (Right Side)

Section Title: Select (Employee Excel) Exported Sheet File:

Purpose:

• Re-import previously exported employees with modifications
• Update existing employee information in bulk
• Apply changes made to exported data
• Bulk data corrections or updates

Use Case:

• Updating bank account details for multiple employees
• Changing department assignments in bulk
• Correcting address information
• Updating contact details
• Bulk salary revisions
• Unit transfers

5. Workflow: Export Employee Data

Step-by-Step Export Process

1. Select Employees (Optional)

   • Leave blank to export all employees
   • OR select specific employees from dropdown
   • OR select one or more units to export all employees from those units

2. Choose Grouping (Optional)

   • Select "Select By" option if you want data grouped
   • Example: Select "Department" to group by departments
   • Leave default for no grouping

3. Choose Sorting (Optional)

   • Select "Select Sort By" option for specific sorting
   • Example: Sort by "Employee Code" for sequential order
   • Leave default for database order

4. Generate Export

   • Click "View" button
   • System prepares employee data based on selections

5. Download Excel

   • Excel file generates and downloads automatically
   • Contains employee records matching criteria
   • Includes all employee fields

6. Review Data

   • Open downloaded Excel file
   • Review exported employee data
   • Verify information is complete and accurate

6. Workflow: Import New Employee Data

Step-by-Step Import Process

1. Download Template

   • Click "Export Example In Excel"
   • Save template to local system
   • Review built-in instructions thoroughly

2. Fill Employee Data

   • Open template in Excel
   • Read instructions provided in template
   • Add new employee details:
     • Personal information (name, DOB, gender, etc.)
     • Contact details (mobile, email, address)
     • Employment information (code, DOJ, designation, etc.)
     • Organizational assignment (client, unit, department)
     • Statutory details (Aadhar, PAN, UAN, ESI)
     • Bank details (account number, IFSC, bank name)
   • Follow format guidelines strictly
   • Include all required fields

3. Validate Data

   • Check for duplicate employee codes
   • Verify all required fields are filled
   • Validate date formats (DD/MM/YYYY)
   • Check mobile/email formats
   • Verify Aadhar/PAN uniqueness
   • Ensure master data exists (units, departments, etc.)

4. Upload File

   • Go to left import section
   • Drag file or click to browse
   • Select filled Excel file
   • Verify file name appears

5. Import Employees

   • Click "Import" button (left section)
   • Wait for processing
   • System validates all data
   • Review success/error messages

6. Verify Import

   • Check Employee Master
   • Verify all new employees appear
   • Confirm all fields populated correctly
   • Check organizational assignments

7. Workflow: Update Existing Employee Data

Step-by-Step Update Process

1. Export Current Data

   • Select employees to update (or leave blank for all)
   • Select units if updating unit-wise
   • Click "View" button
   • Download generated Excel file

2. Modify Employee Data

   • Open downloaded Excel file
   • Make necessary changes:
     • Update contact information
     • Modify bank details
     • Change department/designation
     • Update addresses
     • Revise salary information
   • Don't change Employee Code (primary identifier)
   • Don't add new employees in exported file (use left import for new employees)

3. Save Modified File

   • Save changes to Excel file
   • Keep file in xlsx/xls format
   • Use meaningful filename

4. Upload Modified File

   • Go to right import section
   • Drag file or click to browse
   • Select modified Excel file

5. Import Changes

   • Click "Import" button (right section)
   • System updates existing employee records
   • Wait for confirmation message

6. Verify Changes

   • Check Employee Master
   • Verify modifications applied correctly
   • Confirm updated data displays properly
   • Test affected processes (salary, attendance, etc.)

8. Employee Data Structure

Common Fields in Template

The Excel template typically includes:

Note: Exact fields and structure are detailed in the downloadable Excel template with instructions.

9. Validation Rules

During Import

10. Success/Error Messages

Success Scenarios

Error Scenarios

11. Common Use Cases

Bulk Operations

1. Department Restructuring

   • Export all employees
   • Update department assignments in Excel
   • Re-import using right section

2. Unit Transfer

   • Export employees from source unit
   • Change unit assignment in Excel
   • Re-import to apply transfers

3. Bank Detail Updates

   • Export all employees
   • Update bank information (new accounts, IFSC changes)
   • Re-import updated data

4. Contact Information Update

   • Export employee list
   • Update mobile numbers, emails, addresses
   • Re-import corrected data

5. Salary Revisions

   • Export employees
   • Update salary components
   • Re-import to apply revisions

6. Designation Changes

   • Export employees for promotion/demotion
   • Update designation field
   • Re-import to apply changes

12. Best Practices

Template Usage

1. Download Fresh Template

   • Always use latest template from system
   • Contains current field structure and validations
   • Reflects any system updates

2. Read Template Instructions

   • Review all instructions within Excel file carefully
   • Understand each field's purpose and format
   • Pay attention to required vs optional fields
   • Follow the sample data provided

3. Don't Modify Template Structure

   • Keep column order unchanged
   • Don't add or remove columns
   • Don't change column headers
   • Follow the exact format

Data Preparation

1. Verify Master Data Exists

   • Ensure clients, units, departments exist in system
   • Add designations before importing employees
   • Create salary grades if needed
   • Set up all required master data first

2. Validate Data Offline

   • Check for duplicates in Excel itself
   • Verify date formats before import
   • Validate mobile/email formats
   • Cross-check against existing employee data

3. Maintain Data Quality

   • Use consistent naming conventions
   • Avoid abbreviations unless standard
   • Ensure complete addresses
   • Verify statutory numbers carefully

Import Strategy

1. Test with Small Batch

   • Import 2-3 employees first for new imports
   • Verify successful import
   • Check all fields populated correctly
   • Then proceed with bulk import

2. Separate New and Updates

   • Use left section only for new employees
   • Use right section only for updating existing employees
   • Don't mix new and updates in same file

3. Keep Backup

   • Save copy of import file before importing
   • Keep original exported file before modifications
   • Maintain version history
   • Document changes made

4. Schedule Bulk Updates

   • Perform bulk updates during off-hours
   • Avoid importing during salary processing
   • Coordinate with HR and IT teams
   • Notify stakeholders before major updates

Modification Best Practices

1. Export Before Modifying

   • Always export current data first
   • Make changes to exported file
   • Never manually create update files from scratch
   • Use right import section for updates

2. Don't Change Employee Codes

   • Employee Code is the primary identifier
   • Changing it will create new employee record
   • To change code, use employee master page directly

3. Verify After Import

   • Check Employee Master after import
   • Verify specific employees for accuracy
   • Run reports to confirm changes
   • Test in related modules (salary, attendance)

13. Differences Between Two Import Sections

Left Section: New Employee Import

Right Section: Exported Data Import

14. Select By and Sort By Usage

Select By Options Explained

Sort By Options Explained

Similar to Select By, but affects only the order of records in exported file, not grouping.

Example Scenario:

• Select By: Department (groups by department)
• Sort By: Employee Name (sorts within each department alphabetically)

15. Troubleshooting

Cannot Export Employees

• Cause: No employees match selected filters
• Solution: Clear filters or select different criteria

Import Button Disabled

• Cause: No file uploaded
• Solution: Upload Excel file first, then click Import

Some Employees Not Exported

• Cause: Filter criteria too restrictive
• Solution: Clear filters or adjust unit/employee selection

Import Fails with Template Error

• Cause: Modified template structure or wrong file
• Solution: Download fresh template, don't modify structure

Employee Shows as Duplicate

• Cause: Employee code already exists for new import
• Solution: Use unique employee code or use right section to update existing employee

Master Data Not Found Error

• Cause: Referenced unit, department, etc. doesn't exist
• Solution: Create master data first or use existing master codes

Some Fields Not Updated

• Cause: Fields might be locked or not included in exported file
• Solution: Check if fields are editable and included in export

16. Integration with Other Modules

After Importing Employees

1. Attendance Configuration

   • Set up shift assignments
   • Configure biometric/attendance rules
   • Define working hours

2. Salary Structure

   • Assign salary heads
   • Configure earnings and deductions
   • Set up PF/ESI/PT settings

3. Leave Management

   • Assign leave types
   • Set up leave balances
   • Configure leave policies

4. Access Control

   • Create user accounts if needed
   • Assign roles and permissions
   • Configure portal access

5. Reporting

   • Verify employees appear in reports
   • Check organizational hierarchy
   • Validate reporting structures

17. Data Security and Compliance

Security Considerations

• Only authorized HR/Admin users can import/export employee data
• All imports/exports are logged for audit
• Sensitive data (like Aadhar, PAN) should be handled securely
• Downloaded files should be password-protected if shared
• Delete temporary files after import

Compliance

• Ensure data accuracy for statutory compliance
• Maintain proper documentation for audits
• Follow data privacy regulations
• Keep personal information updated
• Respect employee data privacy

18. Important Notes

Template Usage

• The Excel template is your complete guide - Contains all instructions and formats
• Read instructions carefully - Each field has detailed explanation
• Don't modify structure - Keep column order and headers unchanged
• Use sample data - Template includes examples of correct entries

Import Considerations

• Employee Code is permanent - Cannot be changed through import (use employee master)
• Test before bulk import - Import few employees first to verify
• Backup before changes - Export current data before bulk updates
• Coordinate with teams - Inform HR, IT, and Accounts before major imports
• Timing matters - Avoid imports during salary processing or month-end

Data Integrity

• All employee data is organization-wide
• Changes affect multiple modules (salary, attendance, leave, etc.)
• Ensure thorough validation before import
• Maintain data consistency across fields
• Keep master data synchronized

End of Documentation