How to Prepare & Import Employee Data

If you're ready to get the Humi party started and import your employee data into Humi, this article will walk you through how to do it. 

4 steps to Importing Employee Data:

  1. Prepare and Import the file
  2. Column Matching
  3. Value Matching
  4. Review & Resolve

The "Employee Importer" can be found under "Company" → "Import" 

Import-employee-data.gif

The "Employee Importer" is an amazing tool that allows you to quickly and easily import all of your employee data into Humi in just a few short minutes.

We recommend this is done prior to the start of implementation because it will create your employee profiles (rather than creating them one by one!).

Bulk Updating Employee Data

If you need to update employee data, the "Employee Importer" can also be used to bulk update the data within existing employee profiles after the initial import. 

Please Note:

The "Employee Importer" does not include "Time Off", "Documents", or "Benefits" details. The time off requests importer can be found under Reporting → Data Import.

If you are using the "Employee Importer" to make updates to employee profiles, we strongly recommend starting with exporting the existing data from Humi by clicking the “Export Employee Data” button.

Once you have downloaded the file, you can make changes directly to the spreadsheet.

Important:

Do not change any of the column titles. If you change them, the file will NOT upload correctly.

Once you've made all necessary changes, follow the steps below to make the update.

Step 1 - Preparing your employee data for importing

Once your company account has been activated, you'll be able to import your employee information. Follow these steps to prepare your data for import:

  1. Navigate to the "Employee Importer" by clicking Company → Import
  2. Download the Humi import file by clicking the “Download Template” button
  3. After viewing the sample data as an example of how to complete the template, you can delete it and add all of your employee information to the spreadsheet

Please note:

If you need to export employee data from Bamboo click here, and if you're trying to export data from Collage HR, click here. 

Minimum required fields for "Employee Importer"

The following columns are the minimum required fields in order to import your employee data into Humi. (These are also required when using the "Employee Importer" to update existing employee information.)

  • Legal First Name
  • Legal Last Name
  • Email (must be valid)
  • Position
  • Department
  • Start Date
  • Humi Role Permission (Admin, Manager, Employee etc.)
  • Employment Type 
  • Office Name

Please Note:

The "Reports To" field must be a valid email address of another employee either already in Humi, or one that is in the same import.

The lists below are dependent on the required fields. If you upload any of the following fields, the other fields within their associated group become required for that employee. This is done to ensure the data in Humi is complete. 

Location dependent required fields

  • Address Line 1
  • City
  • Country
  • Province
  • Postal code

Compensation dependent required fields

  • Salary
  • Compensation type
  • Compensation effective date
  • Vacation Pay Percentage

Banking dependent required fields

  • Bank Account
  • Bank Branch
  • Bank Institute
  • Payment Method

All banking information will be required if the “Banking information required for all employees” toggle is enabled. This toggle can be found under People → Onboarding → Settings

If you require banking information but don't have it at the time of import, don't worry - we got your back!

You can still upload the CSV, however, you need to disable the first toggle and enable the second one. The second toggle will make banking information required when your employees complete their onboarding information.

Step 2 - Matching the File Columns for Importing

Once you've prepared your CSV file with all the required fields, you can now upload it into Humi and match the columns to the respective profile fields.

If you are using the provided template, most or all columns will match automatically.

Recommendation

We recommend doing a test import with one or two employees before importing all of your employees. This way, you can catch any major issues prior to uploading all of your employee data.

The “Humi Fields” column, displays the names of the fields which will be on the Humi employee profiles. The below screenshot shows how these fields will look on the employee profile after being uploaded.

field-names.png

The “Importer Columns” displays the names of the columns from your imported file.

The “Data Preview” column gives you a preview of the information in your selected column.

You must complete the fields in the “Default Required Columns” section to proceed to the next step.

 

Any required or dependent fields that have not yet been matched will be highlighted in red. Ensure you match these fields in order to proceed.

 

If you are importing any columns that don't correspond to an existing Humi profile field, you can create a custom field by clicking ”+ Create Custom Field“ at the top of any Custom Fields section (for either the “Personal” or “Job & Pay” profile tab).

From here, you can give it a name, placeholder text, role visibility, grouping, validation type, and encryption.

If you mark this field as required, you will need to ensure that the values are filled out when reviewing the data on Step 4. If you don't want to add these custom fields now, select 'Do not import' from the dropdown. You can always create custom fields from Settings and add this data later.

The “Unmatched Columns” card on the right-hand side will show you any columns that were imported and haven't been matched to a Humi field. If any of them are empty, they will be indicated as such.

Step 3 - Matching values

On Step 3, if any cell values are not recognized by Humi, you can simply match them here. Once all values have been matched, you can proceed to the next step!

 

Step 4 - Reviewing and Validating your Employee Data before Importing

You're almost there! This is where you'll be able to review the new or updated employee data. If there are errors in any row, they will be marked with a red indicator. In order to complete the import, all errors must be corrected. 

Note: Some fields are dependent on others and must be completed as a group or left empty in order to proceed. Dependent fields are only dependent on a given employee. The list of dependent fields is listed above.

You can use the “Open Fullscreen” button to get a better view of the table contents, and the next and previous buttons to navigate through errors.

Import

Now that all the columns are matched with the required fields and any errors have been updated, you can complete the employee data import. Any new employees will be added as a new profile to the directory and existing employees will be updated (if applicable).

You did it! We know that this process can be a little finicky, but the good news is, you only have to do it once! 

Important:

Please note that new employees will not receive an activation email once the import has been completed. The profiles will be set as 'onboarding' until the invite email is sent by admins and employees activate their profiles.

 

 

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