Import Employee

Discover how to use an import template to quickly create a data-filled employee profiles.

Updated over a week ago

Grove HR's Import Employees feature makes migrating employee data easier than ever. You can forget about adding profiles one by one, as all you need is your employee data and the Template that Grove HR has provided.

This feature is incredibly convenient and efficient, allowing you to quickly and seamlessly transfer all of your employee information. With Grove HR, you can save time and focus on what really matters - growing your business.

Step-by-step breakdown:

Revise Employee information and Grove fields

Before importing employee data, we recommend reviewing and listing out what employee information you would like to record in Grove HR.

You can go to an existing profile to view which fields and sections are already available. You can import all fields in the following sections: Personal Info, Home Address, Bank Information, Job Info.

Create Custom Field

If there are other fields that you would like to add, you can do that with Custom Field. Click here for more information.

Prepare the Import Template

Once you have listed out what employee data up would like to import and create custom fields (if any), follow the instructions below to fill out the import template:

  1. Click the Plus icon on the navigation bar > Import Employee

  2. Download Employee Import Template and read the Instructions sheet carefully

  3. Fill out the Employee list (Template) sheet with employee details. Make sure to remove sample data and fill out the required fields (green fields).

    We also recommend filling out these fields when you import employees:

    • Joined Date: This information determines the effective date of the first employment record. If this field is left blank, the default date will be set to the import date.

    • Job Title: This information is used in the first employment record

    • Line Manager (i.e. reporting line): This will be used to form your Org Chart. Please ensure the employee is not their own line manager.

  4. Review again and Save your file

πŸ“Œ Note: Email Address is a unique identifier field that our system uses to create new profiles. Employees with the same names but different email addresses will be identified as different people and thus have different accounts.

πŸ’‘ Tip: You can import offboarding and resigned employees by filling out the following fields:

  • Last Working Date (required if Employee Status is Offboarding / Resigned)

  • Reason of Leaving (required if Employee Status is Offboarding / Resigned)

  • Resigned Note

Import employee

Once you have prepared the Import Template, follow the instruction below to start importing.

  1. Click the Plus icon on the navigation bar > Import Employee

  2. Upload the import file

  3. Click Mapping fields after the file is done uploading

    • Map the name of the fields on Grove with the corresponding headers in the uploaded file.

  4. Click Next when fields and headers have been mapped

  5. Review the results:

    • View the number of profiles to be created

    • Check for duplicated information, errors, and skipped records to adjust them accordingly

  6. Click Import

πŸ’‘ Tip: Headers that match exactly with the field name will be mapped automatically.

πŸ“Œ Important Notes:

  • Custom fields must be created in advance, or they will be skipped.

  • You need to fill in the right phone format: +<Country code> <Phone number>

    ex: +84 969123123

    If you enter the wrong format, you can still import the employee, but you will need to change the country code in the employee profile afterward.

  • The date format must be DD/MM/YYYY.

  • The join date will determine the effective date of the first employment record. If this field is left blank, the default date will be set to the import date.

  • The job titles and departments you input in the template will be automatically created if they have not been set up on the system.

  • In step 3, if you select "Yes" in the field Send invitation," Grove HR will automatically send email invitations to the employees after the bulk import is done. If you select "No," you can manually invite them after importing.

  • Some potential errors can be found here.

  • Some fields require you to follow the format. Please refer here.

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