What is import employees


As an admin, you are able to import your employee information from manual HR processes and/or other management systems into altHR. You may want to import employees in bulk when initially migrating to altHR or whenever you have a large number of employees you want inputted into altHR.


Before importing employee records, admins must have already completed the Organisation StructureJob Bands and Offices, as well as set up Organisations in altHR. 


1. On your admin dashboard, head to the left panel.


2. Click People > Import/Export. You'll be able to see a progress indicator, that will show you what you may still need to set up.


3. Proceed to Import Employees in bulk in Step 3.


4. Click Download altHR Template.


The template comes in an Excel format where the headers are color coded- red fields are compulsory and green fields are optional. Keep in mind that when compiling the data on the template, sticking to the template’s data format is very important to be able to successfully import data. A list of detailed instructions on the format for the altHR template is available within the downloaded altHR template


5. Key in employee information into this template with the provided format. Go to the Instruction tab   in the altHR template file for format instructions.


Note: Do not convert the template into any other format such as Google Sheets. This will corrupt the formatting present in the Import Template. Kindly input any data while maintaining it as an Excel Sheet.



Do not edit, delete, or copy information from, or fill information into the Sample Rows (Row 3  in Employee Sheet as they are designed for reference and will not be recognised  in the system upon upload. Begin filling in your data from rows below.


6. Click Choose File. Select the Excel file you have filled in.


7. Confirm by clicking Start Import.


8. After successful importing, you will be able to view your imported employees at

    People > Employees.




Note: When uploading the Import Templates, if you run into any errors, an Error Prompt will appear, and an Error Report (pdf) will be automatically downloaded to your device. You may refer to this error report to understand what information may have caused the error, as seen below 



People Import Glossary:


Employee ID:

A unique ID number to identify your employee

Name: 

The Employee's full name. (You can input an employee's preferred name in their employee profile later)

Organisation: 

The Organisation this employee belongs to (Must Match an organisation that exists in People Module)

Office: 

The office that this employee belongs to (Must Match the Office of the Organisation this employee belongs to)

Functional Title: 

The position title of the employees (ei: Chief Executive Officer, Head of Finance, Director, Administrator,, Marketing Lead, Junior Content Creator, etc)

Manager ID: 

(Optional)

The Employee ID of the Manager of this employees. If not filled in, the system will automatically list the Manager of the Organisation this employee belongs to as this employee's manager.

Username Method: 

This will be what the employee used to login to their altHR account. It can only either be email address or phone number.

Email Address: 

The email address that the employee would be using for login, and for receiving emails from altHR

Phone Number: 

The phone number that the employee would be using for login, and for receiving SMS's from altHR.

Identification Type: 

Select what personal ID type to use for this employee (ie: National ID/ Passport/Driver's License)

Identification Number: 

Employee's IC/Passport/Driver's License number 

Hire Date: 

The Employee's first day of work 

Business Title: 

The employee's public position title - what they would have listed on their business card. Can be the same as a functional title, or can be more general. (ie: Marketing Manager, Chief Executive Officer,  Web Programmer etc)

Job Group Code:.

(Optional)

The code of the Job Group this employee belongs to (Must Match Job Group Code that exists in Company Module). If not filled in, the system will list them to the Default Job Bands set in Company Module

Job Group Name: 

(Optional)

The Name of the Job Group this employee belongs to (Must Match Job Group Name that exists in Company Module). If not filled in, the system will list them to the Default Job Bands set in Company Module.

Job Grade Code:.

(Optional)

 

The code of the Job Grade this employee belongs to (Must Match Job Grade Code that exists in Company Module). If not filled in, the system will list them to the Default Job Bands set in Company Module

Job Grade Name :

(Optional)

The name of the Job Grade this employee belongs to (Must Match Job Grade Code that exists in Company Module). If not filled in, the system will list them to the Default Job Bands set in Company Module.

Contract Type: 

The type of employement of this employee (Can only be: Permanent/Contract/ Contingent/Agency/ Outsourced)

Time Type: 

The commitment of the employee (Can only be: Part Time or Full Time)

Shift Type:

 Whether this employee works in shifts, or fixed hours (Can only be: Shift or Non-Shift)