The template has 74 columns, headers in English, no sample data row, and no columns marked as required. This article is a reference table so you don't have to guess.
It's normal to feel overwhelmed the first time you open the file. In practice, you only need to fill in about eight columns to go live. The remaining sixty columns can be added gradually, and most of them are best left for employees to fill in themselves.
Eight columns to fill in so employees can start right away
| Column | Meaning | How to fill it in |
|---|---|---|
| `Name` | Full name | Write the full name with Vietnamese diacritics |
| `Phone` | Phone number | Used to log in. Include the full prefix, no spaces. |
| `Email` | Work email | Must be unique. Duplicates cause the row to be rejected. |
| `Branch` | Branch | Write the exact name defined in Settings › Organization › Business |
| `Department` | Department | Write the exact name as defined |
| `Position` | Job title | Write the exact name as defined |
| `Group` | Access group | Manager · Regional Manager · Branch Manager · Employee |
| `Working Date` | Official start date | Use the date format selected in Company Information |
The remaining column groups
| Group | Columns | When needed |
|---|---|---|
| Identification | `Stt` · `Sort Index` · `Identification` | `Identification` is the employee code; if left blank, the system generates one automatically |
| Extended organization | `Region` · `Branch Plus` · `Department Plus` · `Position Plus` | When a person belongs to multiple branches or departments |
| Documents | `Identify Card` · `Identify Date` · `Identify Issue In` · `Passport Card` · `Passport Date` · `Passport Expiry Date` · `Passport Issue In` | Before preparing contracts and insurance records |
| Bank | `Bank Account Name` · `Bank Account` · `Bank Name` · `Bank Address` | Before the first payroll period |
| Other dates | `Birthday` · `Labour End Date` · `Expired Date` · `Quit Date` | `Quit Date` is only used for people who have left |
| Time & attendance | `Timekeepers` · `Timekeeper Employee Codes` | When using physical attendance machines |
| Salary | `Salarygrade` | Salary grade, if the company has defined grades |
| Emergency contact | `Emergency Contact` · `Emergency Relate` · `Emergency Tel` · `Emergency Phone` · `Emergency Address` | Add later; let employees fill these in themselves |
| Address | `Address` · `Country` · `Permanent Address` · `Domicile` · `Current Address` | Add later |
| Tax and union | `Tax Code` · `Union Code` | `Tax Code` is needed before calculating personal income tax |
| Demographics | `Ethnic` · `Religion` · `Is Married` · `Seniority Month` | Add later |
| Qualifications | `Qualification Id` · `Specialized Id` · `Training Place` · `Qualification Finish Date` · `Qualification Note` | Add later |
| Certificates | `Certificate Name` · `Type Id` · `Finish Place` · `Certificate Finish Date` · `Certificate Note` | Add later |
| Experience | `Place` · `Title` · `Days` · `From Date` · `To Date` · `Is Now` | Add later |
| Health | `Height` · `Weight` · `Blood Id` · `Congenital` · `Health Id` · `Health Last Date` | Only use if the business has specific requirements |
| Other contacts | `Skype` · `Facebook` | Add later |
Four mandatory rules when filling in the file
- Don't rename, insert, or delete columns. Leave unused columns blank.
- Don't change the column order.
- Branch, department, and job title names must exactly match the names defined in the system, including diacritics and capitalization.
- The date format must match the format selected in Settings › Company Information.
When rows are rejected
| Cause | Sign | How to fix |
|---|---|---|
| Duplicate email | The row is skipped; that person does not appear in the list | Change to a different email, or find the old profile using that email |
| Missing full name | The row is skipped | Fill in the `Name` column |
| Branch or department name doesn't match | The employee is imported but the Branch and Department fields are blank | Correct the names to match, then use the Update information type to import over the data |
| Incorrect date format | The date field is blank or displays incorrectly | Reformat the whole column in Excel and import again |
| Incorrect access group name | The employee is imported but cannot log in with the correct permissions | Fix it in each person's profile, or use Update permissions |
The fastest fix for a row that was imported but is missing data: correct the original file and import it again using the Update information type — the system overwrites the existing profile instead of creating a new record. See article B2-04.
Suggestions for the product team
The current template should be improved: add a row of Vietnamese headers below the English headers, highlight the eight required columns, and include one sample data row. These three changes would eliminate most of the support calls customers make at the import step.
