Imports & Exports

The HRMS supports CSV-based bulk imports for employees and KPI templates, and CSV exports from most list screens.

Employee Import

Who can use this: Admin and HR

How to Import

1. Go to Employees in the sidebar.
2. Click Import at the top of the page.
3. Click Download Sample CSV to get the template.
4. Fill in the CSV with employee data.
5. Upload the file.
6. Review the results.

CSV Format

The sample CSV includes these columns:

Column	Required	Notes
employee_number	No	Auto-generated if blank or column omitted
first_name	Yes
last_name	Yes
work_email	Yes	Must be unique, valid email format
entity_id	Yes	Must match an existing entity
department_id	Yes	Must match a department in the specified entity
date_of_birth	No	Format: YYYY-MM-DD
gender	No	male, female, or other
marital_status	No	single, married, divorced, widowed
nationality	No	Country name
job_title	No
activity_status	No	active (default) or inactive
employment_lifecycle	No	probationary (default), confirmed, resigned, terminated

Import Rules

• Partial success: Valid rows are imported; invalid rows are skipped.
• Error report: After import, you see a summary showing:
  • ✅ Successfully imported count
  • ❌ Failed rows with specific error messages (e.g., "Row 5: employee_number already exists")
• Duplicate detection: Employee numbers (when provided) and emails must be unique.
• Auto-numbering: If the employee_number column is empty or missing, the system auto-generates numbers using the entity name (e.g., HAYO-001, SLICK-002).
• Entity/Department validation: Referenced entities and departments must exist.
• User accounts: A user account is automatically created for each imported employee with a default password.

Large Imports

For imports with many rows, the system processes them in the background. You'll see a progress indicator.

KPI Template Import

Who can use this: Admin and HR

How to Import

1. Go to KPI Templates.
2. Click Import.
3. Download the sample CSV.
4. Prepare your templates.
5. Upload and review.

CSV Format

template_name,item_name,weight
Engineering Performance,Code Quality,30
Engineering Performance,Delivery Timeliness,30
Engineering Performance,Collaboration,20
Engineering Performance,Innovation,20
Sales KPI,Revenue Target,50
Sales KPI,Client Satisfaction,30
Sales KPI,Pipeline Growth,20

Import Rules

• Rows with the same template_name are grouped into one template.
• Weights within each template must total exactly 100.
• Template names must be unique (no duplicates with existing templates).
• If one template in the file fails validation, other valid templates in the file are still created.

CSV Exports

Most list screens have an Export CSV button:

Screen	What's Exported
Entities	Entity list with department and employee counts
Departments	Department list with entity, manager, and team lead info
Employees	Full employee list with all filterable fields
KPI Cycles	Finance KPI score summary per evaluation

Export Behavior

• Respects filters: If you have filters active (e.g., only showing "Active" employees), the export includes only the filtered data.
• Respects search: If you have search text entered, only matching records are exported.
• Column format: CSV with headers, downloadable directly to your browser.
• File naming: Automatically named (e.g., employees_export_2025-01-15.csv).

Error Handling

Common Import Errors

Error	Cause	Fix
"Duplicate employee_number"	Employee number already exists	Use a unique number
"Invalid email format"	Email doesn't follow standard format	Fix the email address
"Entity not found"	Referenced entity_id doesn't exist	Check entity IDs
"Weights don't total 100"	Template item weights ≠ 100	Adjust weights
"Required field missing"	A required column is empty	Fill in the missing value

After an Import

Always review the import results summary. Keep the error report to fix and re-import any failed rows.