In this article we explain how to import employees.

Note: Importing data is error-prone. It is important that this is done correctly and that the import files are filled in properly. When importing, you must confirm that you have read this article.

Before you start importing, it is important that all settings of the HRM module are correct and that any custom fields you want to import have been created.

The import function is intended solely for importing employees, companies, and (contact) persons.

Note: Before starting an employee import, it is important that these employees are first created or imported as a person in CRM. We recommend that at least First name, Initials, Infix, and Last name are filled in for the persons. Simplicate always checks these factors when determining whether information should be updated in order to decide whether a person already exists or not.

Once the employees are present as persons in the CRM module, we can start importing the employees!

Before importing employees, it is important to fill an Excel file with this data. You can use the template below for this, but you may also use your own file (for example, an export from the HRM module, so that columns of created custom fields are directly displayed in the Excel file).

Custom fields: The custom fields you selected are not included in the template (but they are included in the file generated during an export). Add these fields manually as extra columns to the Excel file if you are using the template.

Use the following format: ‘Custom field: description of custom field’.

The description and the values must match exactly with what you have created in Simplicate.

Columns in Excel:

Step 2: Create a back-up

We advise always creating a back-up of all HRM data before performing an import. By creating a back-up, you will always have access to the data ‘before’ the import. You create a back-up by exporting all employees in the HRM module.

Note: even Simplicate may find it difficult to undo a faulty import. This takes a lot of time, and in some cases a full back-up must be restored, which may result in data loss. It is therefore important that you know exactly what you are doing!

Go to settings > General > Data import.

Confirm that you have read the import manual and click on ‘Import Employees’.

Select the file you want to import and click on upload file.

You will now enter the ‘import details’ screen. Here you specify how the import should be executed. In this step you make an important choice — the wrong choice may result in duplicate values in your HRM!

When you choose “update,” you then specify what Simplicate should do with persons who are not yet in HRM:

Simplicate checks whether the employee already exists in Simplicate based on last name and initials and/or first name, if these are filled in. You can add an extra unique field here, such as the email address. This means that Simplicate will check whether the employee already exists in Simplicate based on the name and this field. Use this only when names in your organization occur more than once. With this extra field, you can still distinguish these individuals from each other and thus make them ‘unique’.

Click on ‘map your fields’

Here you specify which information Simplicate should take over from which column in the Excel file.

After mapping, click on ‘next, review and confirm’.

Here you can review all data.

Have you completed all the steps? Then check ‘I confirm that the import has been set up correctly and I have created a backup in advance’.

Next, click on ‘Execute import’.

You have completed the employee import.

Under Settings > General > Data import, you can check the status of the import.

A green dot means completed, and an orange dot means Simplicate is still processing the import.

You can also see whether there were errors in the file by downloading the error file. Examples of errors include: the employer not being known (when importing a contract), or the employee not yet being registered as a person in the CRM module.