Step 1 - Add new Employee
Enter [People] page → Click [New]
Step 2 - Fill in the Required information for the Employee
Three required fields: name(display name), valid email address, and joined date.
Note⚠️: Other fields can be filled depending on different needs. Some information will directly affect system functionality while other information is only kept as employee files.
Note⚠️: If you want to fully use the schedule and clocking function, you also need to fill in the [Location].
Note⚠️: If you want to fully use the payroll module, you also need to fill in the form of Work Pattern and Total Working Hours(per Period) (red box)
Others are optional, please fill in according to the actual situation of the company. After filling in, be sure to click [Save] in the upper right corner of the system.
Employee profile information item description:
Fill in the name (display name): If your company has different ways of addressing employees, some are accustomed to using preferred English names, and some are directly addressing Personal names. Here you can fill in your most accustomed names.
Email address: With email address, you can log in to the employee app to start to experience clocking in and out , checking the schedule and other functions
Joined date: used to automatically calculate holiday balance, tax declaration, and other information in the future.
Note⚠️:
In addition to the content mentioned above, there is many other information in the employee file, which does not affect the use of the system. These information can be revised or updated at any time after adding employees.
Items such as position, department and location need to be set in the system in advance, and a drop-down menu will be automatically generated in the employee file for selection. If there is no content in the drop-down menu, it means that you have not done any settings in the system. You need to go to the relevant module to complete the settings, and then come back to add.
Import Employee information in Bulk
Scenario
"Enterprise M has hundreds of employees. How to import their information into Workstem? Workstem provides the bulk import function, which can help you quickly import employee information in a mass amount."
Step 1 - Download Template
Enter the home page, and click [People] → [Import People] → [Download template]
Step 2 - Fill in the downloaded Template
Fill in the form according to the requirements
Note⚠️: The items with * are mandatory field
Step 3 - Import Completed Template
After filling the information of employees in the form according to the example, click [People ] --> [Import People ] --> [Select a File ]
Bulk Update Existing Staff Information
Staff information may need to be updated from time to time, especially when you just started using the system and trying to input staff information.
It is time consuming and prone to error if the data is entered manually. No worries, Workstem has [Import People] function to update staff information (except employee email address) by Excel file import. The information which can be imported with Excel file includes:
Name, Join Date,Staff No, Department, Position, Location, Cost Center, Leave Policy, Leave Loading
Gender, Phone Number Code, Phone No, Date of Birth, Home Address
Emergency Contact, Relationship,Emergency Contact Phone No
Employment Status, Termination Date,Employment Type.Work Pattern, Total Working Hours
Note⚠️:
Employees' email address is the only identification in the system, and it cannot be duplicate. If email address changes, you need to edit them in the system one by one, otherwise, system will regard it as a new employee and then generate a new record.
Step 1 - Export Existing Employee information
You can export all of staff information in a file named "People-List" by clicking [People] --> [Export]
Step 2 - Download Template for Importation
Click [People] --> [Import People] --> [Download template]
Step 3 - Successfully Downloaded, and Opened up the template
You can successfully download a template named "People-template", as shown below:
Step 4 - Copy Mandatory input field to import template
Copy the First three required information from the export template to the "Import template", and fill in the updated information. Inputting needed information in the template.
Join Date, Name(Display Name), and Email Address are required. You can copy them from the exported file in Step 1 and paste in the template
Columns after column D are optional. You can delete columns or leave them blank.
If you have customized information to input, you can add new column by yourself.
For example, you can insert a column named "Department" in the template, like:
Note⚠️: Data of Department is selected in the dropdown menu instead of inputting by yourself. Therefore, the information input in the Department column should match the related data which is already in the system. If department is not in the system yet, the steps of adding departments are: click [Company] --> [Department] --> [+ New]
Step 4 - Upload the updated information template
Click [People] --> [Import People] --> [Select a File] to import the file with updated file --> Click "OK"
Note⚠️: Clicking [Do not import if there are errors] means that all records will not be input into the system if there is error; if not selected, it means valid data will be imported but not the ones with errors.
Note⚠️: Update duplicate records: if selected, the information in the system will be updated with excel file according to the same email address.
Note⚠️: Do not import duplicate records: if selected, the system will not import data in the excel file if employees' email address in the excel file is the same as in the system. This option usually applies to adding new employees in the system.
Note⚠️: If successfully imported, the system will show "Successfully Uploaded".
Note⚠️: If fail to import, the system will show as below. And you can download a file named "ErrorExcel" by clicking [click here to download the bug report]. The reason of import failure is on the very right of the file.
Note⚠️: Department No Search means that the data input in Department column does not exist in the system. You need to check the correctness or add new department in the web portal.
Terminate an Employee
Step 1 - Entering the target employee page
Go to "People", and double click on your employee
Step 2 - Terminate the employee
Click on Terminate
Step 3 - Fill in relevant information for Termination
Press OK after selecting his/her leave date, reason, and adding notes (if applicable).
Rehire an Employee
Step 1 - Entering the target employee page
Go to "People", click on Terminated, then double click on your employee
Step 2 - Rehire the employee
Click on Rehire
Step 3 Choose Rehire Date
Press OK after selecting his/her join date.
Examples of common import errors
If there is no error in the template data, it will prompt 「Successfully Uploaded」.
If there is an error, it will prompt "Click here to download the error report", modify the template content according to the error report prompt, and re-import.
Staff Email Address Duplicate.
Value Not Found
Staff ID Duplicated