New Joiner Employees

Navigation Path

Export & Import → New Joiner Imp

URL

/export-import/import-employee

Description

• Allows bulk import of new employee data via Excel files
• Supports uploading employee information for multiple new joiners at once
• Validates data before importing into the system
• Provides sample Excel template for proper data format
• Streamlines employee onboarding process

1. Page Components

Export Example Link

Important: The downloaded Excel template is a comprehensive guide that includes:

• All required and optional columns
• Detailed instructions for each field
• Data format examples and samples
• Validation rules and requirements
• Color coding for required vs optional fields

Always refer to the template instructions before filling employee data.

2. File Upload Section

Upload Area

Upload Instructions

Text Display: "Upload or drag and drop (.xlsx, .xls)"

Upload Methods:

1. Drag and Drop

   • Drag Excel file from file explorer
   • Drop into the dashed border area
   • File name appears after selection

2. Click to Browse

   • Click anywhere in the upload area
   • System opens file browser dialog
   • Navigate and select Excel file
   • Click "Open" to select file

3. Action Buttons

Primary Actions

Button Behavior

Import Button

• Function: Import employee data from uploaded Excel file
• Requirements: Valid Excel file must be selected
• Process:
  1. Validates file format
  2. Reads Excel data
  3. Validates data fields
  4. Imports valid records
  5. Shows success/error summary
• Disabled: When no file is selected

Reset Button

• Function: Clear current selection and start over
• Action: Removes selected file from upload area
• Use Case: Cancel current upload and select different file

4. Excel Template Download

Template Contents

The downloadable Excel template includes:

• Pre-formatted columns with all required employee data fields
• Built-in instructions explaining each column and data format
• Data validation rules embedded in the Excel file
• Sample row showing correct data format
• Color-coded headers indicating required vs optional fields
• Notes section with important guidelines

How to Use Template

1. Click "Export Example In Excel" to download
2. Open the downloaded file in Microsoft Excel or compatible software
3. Review the instructions sheet/row in the template
4. Fill employee data starting from the designated row
5. Follow the format guidelines provided within the Excel file
6. Save the file and upload for import

Note: Do not modify the template structure, column names, or column order. The Excel file contains all necessary instructions and examples.

Template Features

The Excel template is designed to be self-explanatory and includes:

Expected Template Structure

When you open the downloaded template, you will find:

1. Instructions Section - Guidelines on how to fill the template
2. Column Headers - All required employee data fields
3. Sample Row - Example data in correct format
4. Empty Rows - Space to enter new joiner information
5. Notes/Legend - Explanation of abbreviations and special requirements

5. Data Validation Rules

The system validates all imported data against the following criteria:

Basic Validations

• Required Fields: All mandatory fields must be filled
• Data Format: Each field must match the specified format (dates, numbers, text)
• Data Length: Fields must not exceed maximum character limits
• Uniqueness: Employee Code, Aadhar, PAN, Email must be unique in the system

Common Field Validations

Business Validations

• Age Verification: Date of Birth must indicate employee is at least 18 years old
• Date Logic: Date of Joining cannot be a future date
• Duplicate Check: System checks for existing employee records with same identifiers

Note: Detailed validation rules and formats are provided in the downloadable Excel template.

6. Master Data Validation

Referenced Master Data

The following fields must match existing master data:

7. Import Process Flow

Step-by-Step Process

1. Download Template

   • Click "Export Example In Excel"
   • Save template file to local system
   • Keep original template structure intact

2. Fill Employee Data

   • Open downloaded template in Excel
   • Read the built-in instructions in the template
   • Fill employee data row by row according to the template guidelines
   • Follow the data format examples provided in the Excel file
   • Ensure all required fields (marked in template) are filled
   • Validate data before saving

3. Save Excel File

   • Save file in .xlsx or .xls format
   • Use meaningful filename
   • Note file location

4. Upload File

   • Navigate to Import New Joiner page
   • Drag file to upload area OR click to browse
   • Select saved Excel file
   • Verify file name appears

5. Import Data

   • Click "Import" button
   • Wait for processing
   • System validates all data

6. Review Results

   • Success message with import count
   • Error list (if any validation fails)
   • Download error report (if applicable)

7. Verify Imported Data

   • Check Employee Master
   • Verify all fields imported correctly
   • Confirm employee records active

8. Success/Error Messages

Success Scenarios

Error Scenarios

9. Import Error Report

Error Report Format

When import fails for some records, system generates error report:

Report Contents:

• Row number with error
• Field name causing error
• Error description
• Original value from Excel

Export Options:

• Download as Excel file
• Review offline
• Correct errors
• Re-import corrected file

10. Best Practices

Before Import

1. Download Fresh Template

   • Always download template from the system (don't reuse old templates)
   • Read all instructions provided within the Excel file carefully
   • Don't modify column structure, headers, or column order
   • Don't delete or add columns
   • Keep the template format exactly as provided

2. Prepare Master Data

   • Ensure all referenced masters exist
   • Add clients, units, departments first
   • Verify master data is active

3. Validate Data Offline

   • Check for duplicates in Excel
   • Verify date formats
   • Validate mobile/email formats
   • Cross-check with existing employee data

4. Test with Small Batch

   • Import 2-3 employees first
   • Verify successful import
   • Then proceed with bulk import

During Import

1. Single File at a Time

   • Import one file completely
   • Wait for confirmation
   • Don't upload multiple files simultaneously

2. Monitor Progress

   • Wait for processing to complete
   • Don't close browser window
   • Don't navigate away during import

3. Note Error Details

   • Screenshot error messages
   • Download error report
   • Note row numbers with issues

After Import

1. Verify Imported Data

   • Check Employee Master list
   • Verify all fields populated correctly
   • Confirm employee codes match

2. Handle Errors

   • Review error report
   • Correct errors in Excel
   • Re-import failed records

3. Update Additional Info

   • Add photos if needed
   • Update any missing optional fields
   • Configure access permissions

4. Notify Stakeholders

   • Inform HR about new joiners
   • Update department heads
   • Trigger onboarding process

11. Important Notes

Template Usage

• Always use the downloaded template - It contains the most up-to-date structure and instructions
• Read instructions carefully - The Excel file includes comprehensive guidelines for each field
• Don't skip the sample row - It demonstrates the correct format for all data fields
• Follow the color coding - Template uses colors to indicate required vs optional fields
• Preserve template structure - Any modification to column structure will cause import failures

Data Preparation

• The Excel template is your primary reference guide
• All field requirements, formats, and validations are documented within the template
• When in doubt about a field format, always refer back to the template instructions
• Sample data in the template shows real-world examples of correct formatting