The import template has 74 columns and doesn't mark any column as required. The tables below classify them by how necessary they actually are, so you don't spend a week filling in columns you won't use yet.
Level 1 — You can't go live without it
| Data | Column in the template file | Why it's required |
|---|
| Full name | Name | Basic identification |
| Phone number | Phone | Used to log in and receive notifications |
| Email | Email | Used to log in; must be unique |
| Branch | Branch | Determines where the employee clocks in |
| Department | Department | Determines the request approval flow and permissions |
| Job title | Position | Linked to KPIs, competency frameworks and training |
| Access group | Group | Determines whose data that person can see |
| Start date | Working Date | Affects leave balance and seniority |
Level 2 — Needed before the first payroll period
| Data | Column in the template file | Needed for |
|---|
| Bank account number and bank name | Bank Account · Bank Account Name · Bank Name | Exporting the bank transfer file |
| Personal tax code | Tax Code | Calculating personal income tax |
| Citizen ID card | Identify Card · Identify Date · Identify Issue In | Employment contracts and insurance records |
| Date of birth | Birthday | Insurance records, seniority calculation |
| Attendance machine code | Timekeeper Employee Codes | Syncing data from physical attendance machines |
Level 3 — Add gradually, let employees fill it in themselves
| Data group | Column in the template file |
|---|
| Address | Address · Permanent Address · Domicile · Current Address · Country |
| Emergency contact | Emergency Contact · Emergency Relate · Emergency Tel · Emergency Phone · Emergency Address |
| Degrees and certificates | Qualification Id · Specialized Id · Training Place · Certificate Name · Type Id |
| Health | Height · Weight · Blood Id · Congenital · Health Id · Health Last Date |
| Other information | Ethnic · Religion · Is Married · Union Code · Skype · Facebook · Passport … |
Level 3 is best left for employees to fill in themselves via the Self-Service section of their profile. It's faster, more accurate, and helps them get familiar with the system in their very first week.
Recommended order
- Enter level 1 for all employees — enough to go live.
- Add level 2 before the timesheet cutoff date of the first payroll period.
- Send an announcement inviting employees to fill in level 3 themselves within the first two weeks.
- After one month, export a report to review profiles that are still missing important fields.
