How to Prepare & Import Employee Data via CSV

Have more questions? Submit a request

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

The Employee Importer can be found under Company by clicking the Import Employees button in the top-right corner.

GIF Recording 2023-09-28 at 12.59.22 PM.gif

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

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

 

5 Steps for Importing Employee Data:

Step 1 - Preparing your employee data for import

Once your company account has been activated, you'll be able to import your employee information.

The information you include in your data import will directly translate to what shows up in Humi, so it's essential to add everything in the correct place. Check out the tables below to learn about the required fields.

Follow these steps to prepare your data for import:

  1. To use the Employee Importer, go to Company and click on the Import Employees button
  2. Download the Humi import file by clicking the Download Template button
  3. You can use the sample data as an example of how to complete the template. Once you're familiar with the formatting, you can delete the sample data and add all of your employee information to the spreadsheet

Handy Tip

If you need to export employee data from Bamboo, click here. 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 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) - We strongly suggest using work-related email addresses instead of personal ones to keep the sensitive information stored in Humi safe and secure.
  • Position
  • Department
  • Start Date
  • Humi Role Permission (Admin, Manager, Employee etc.)
  • Employment Type 
  • Office Name

Important Note

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

Each of the tabs below contains a group of fields dependent on one another. If you include information in your upload for 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 Compensation Banking

This group consists of information about the employee's current mailing address and includes the following fields:

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

Screenshot_2023-01-31_at_4.20.35_PM.png

Step 2 - Matching the File Columns for Importing

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

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

Recommendation

We recommend that you do a test import with one or two employees before importing all of your employees. This way, you can catch any major issues before 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 screenshot below shows how these fields will look on the employee profile after uploading.

field-names.png

Understanding the Different Columns

The Importer Columns display the names of the columns from your imported file.

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

To proceed with the next step, you must complete the fields in the Default Required Columns section.

Any required or dependent fields that still need to be matched will be highlighted in red. You'll need to match these fields manually so you can move on to the next step.

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

How to Create Custom Fields

If you're 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. This is possible for fields in either the Personal or Job & Pay profile tab.

Creating a custom field will allow you to give it a name, placeholder text, role visibility, grouping, validation type, and encryption. 

If you mark the custom field as required, you'll need to ensure that the values are filled out when reviewing the data in 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.

Step 3 - Matching values
In 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. 

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.

Important Note

Some fields are dependent on others and must be completed as a group or left empty in order to proceed. Dependent fields are based on individual employees. The list of dependent fields can be found in Step One.

Step 5 - Import your employee data

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.

Bonus Step - Bulk Updating Employee Data

If you need to make a bulk update to your employee data, the Employee Importer can be used to make the process easy and efficient!

Please Note

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

 

How to Bulk Update Employee Data

Follow the steps below to learn how to make quick changes to your employee data:

  1. In Company, click on the Import Employees button

  2. You'll be directed to a page where you can Import Employee Data

  3. You'll want to start by exporting the existing employee data from Humi by clicking the Export Employee Data button. This will allow you to download a CSV file you can use to make any necessary changes.
  4. Once you have downloaded the file, you can make changes directly to the spreadsheet

    Important Note

    You don't want to change any of the column titles. If you change them, the file will NOT upload correctly. To learn how to prepare your employee data, check out steps 1 - 5 above.

  5. When you're finished making your changes, save the document as a CSV file

  6. Head back to Company and click on the Import Employees button to access the Employee Importer

  7. To upload your file, you can drag and drop it into the Importer or select it from your computer using the Browse Files button
  8. Hit Next and follow the prompts to complete the upload

    Note

    Since you downloaded the data from Humi first, most or all of the data should automatically match with its corresponding field in Humi. If you run into any trouble, you can refer to the import steps at the top of this article for help.

  9. And that's it! You can use this process to make changes to your employee data at any time. Easy as pie.

 

  Discover more about Company

Was this article helpful?
2 out of 2 found this helpful