{"id":154162,"date":"2026-10-29T11:33:44","date_gmt":"2026-10-29T11:33:44","guid":{"rendered":"https:\/\/docs.daftra.com\/tutorial\/%d8%a7%d8%b3%d8%aa%d9%8a%d8%b1%d8%a7%d8%af-%d9%85%d9%84%d9%81-%d8%a7%d9%84%d9%85%d9%88%d8%b8%d9%81%d9%8a%d9%86-%d8%b9%d9%86-%d8%b7%d8%b1%d9%8a%d9%82-%d9%85%d9%84%d9%81-%d8%a7%d9%83%d8%b3%d9%8a%d9%84\/"},"modified":"2026-10-29T12:33:11","modified_gmt":"2026-10-29T12:33:11","slug":"import-employees-from-an-excel-file-and-map-columns-to-the-system-keywords","status":"publish","type":"tutorial","link":"https:\/\/docs.daftra.com\/en\/tutorial\/import-employees-from-an-excel-file-and-map-columns-to-the-system-keywords\/","title":{"rendered":"Import Employees from an Excel File and Map Columns to the System  Keywords:"},"content":{"rendered":"<div dir=\"ltr\" lang=\"en\">\n<p style=\"margin: 0 0 14px; line-height: 1.9; font-size: 16px; color: #1f2430;\">You can add many employees at once, or update existing employees, by <strong style=\"color: #111827;\">importing an employee file<\/strong> from an Excel or CSV file and then mapping the file columns to the system fields. The import covers the employee&#8217;s basic data, job and attendance data, and the custom fields you added for employees.<\/p>\n<div style=\"border: 1px solid #e5e7eb; border-radius: 8px; padding: 12px 16px; margin: 0 0 20px;\">\n<p style=\"margin: 0 0 6px; font-weight: bold; color: #111827;\">Contents<\/p>\n<ol style=\"margin: 0; padding-left: 22px;\">\n<li style=\"margin-bottom: 4px;\"><a style=\"color: #1a56db;\" href=\"#before\"><strong style=\"color: #1a56db;\">Before you start<\/strong><\/a><\/li>\n<li style=\"margin-bottom: 4px;\"><a style=\"color: #1a56db;\" href=\"#steps\"><strong style=\"color: #1a56db;\">Steps to import employees<\/strong><\/a><\/li>\n<li style=\"margin-bottom: 4px;\"><a style=\"color: #1a56db;\" href=\"#create-update\"><strong style=\"color: #1a56db;\">Adding new employees or updating existing ones<\/strong><\/a><\/li>\n<li style=\"margin-bottom: 4px;\"><a style=\"color: #1a56db;\" href=\"#required\"><strong style=\"color: #1a56db;\">Required fields<\/strong><\/a><\/li>\n<li style=\"margin-bottom: 4px;\"><a style=\"color: #1a56db;\" href=\"#errors\"><strong style=\"color: #1a56db;\">Why rows fail to import<\/strong><\/a><\/li>\n<li style=\"margin-bottom: 4px;\"><a style=\"color: #1a56db;\" href=\"#limits\"><strong style=\"color: #1a56db;\">Employee and user limits in your plan<\/strong><\/a><\/li>\n<li style=\"margin-bottom: 4px;\"><a style=\"color: #1a56db;\" href=\"#faq\"><strong style=\"color: #1a56db;\">FAQs<\/strong><\/a><\/li>\n<\/ol>\n<\/div>\n<h2 id=\"before\" style=\"font-size: 22px; font-weight: bold; color: #111827; margin: 32px 0 14px; padding-bottom: 8px; border-bottom: 2px solid #eef0f3;\">Before you start<\/h2>\n<ul style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">You have both the <strong style=\"color: #111827;\">Add New User\/Employee<\/strong> and <strong style=\"color: #111827;\">Edit &amp; Delete User\/Employee<\/strong> permissions. If either is missing, the <strong style=\"color: #111827;\">Import<\/strong> button doesn&#8217;t appear.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">The branches, roles, leave policies, shifts, and holiday lists you enter in the file already exist in the system.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Your plan has enough available employees and users for the new employees in the file.<\/li>\n<\/ul>\n<div style=\"display: flex; gap: 10px; background: #f6f8fb; border-left: 4px solid #1a56db; border-radius: 6px; padding: 14px 16px; margin: 0 0 18px;\">\n<p><span style=\"flex: 0 0 auto; font-size: 18px; line-height: 1.6;\">\ud83d\udec8<\/span><\/p>\n<p style=\"margin: 0; line-height: 1.9; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">Note:<\/strong> If the <strong style=\"color: #111827;\">HRM<\/strong> app isn&#8217;t active, the job and attendance fields don&#8217;t appear in the import, and the sample file is shorter without them.<\/p>\n<\/div>\n<h2 id=\"steps\" style=\"font-size: 22px; font-weight: bold; color: #111827; margin: 32px 0 14px; padding-bottom: 8px; border-bottom: 2px solid #eef0f3;\">Steps to import employees<\/h2>\n<h3 style=\"font-size: 18px; font-weight: bold; color: #111827; margin: 24px 0 10px;\">First: Import Options<\/h3>\n<ol style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">From the main menu, click <strong style=\"color: #111827;\">Employees<\/strong>, then <a style=\"color: #1a56db;\" href=\"https:\/\/go.daftra.com\/v2\/owner\/entity\/staff\/list?reset=1\" target=\"_blank\" rel=\"noopener\"><strong style=\"color: #1a56db;\">Manage Employees<\/strong><\/a>, then click the <strong style=\"color: #111827;\">Import<\/strong> button at the top of the employee list. The <strong style=\"color: #111827;\">Import Options<\/strong> page opens.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Click <strong style=\"color: #111827;\">Download Sample<\/strong> at the top of the page next to the <strong style=\"color: #111827;\">Next Step<\/strong> button. The sample file downloads to your device.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Open the file on your device in Excel or any spreadsheet app, fill in the employee data, then save it as a CSV or Excel (XLS, XLSX) file. Keep the following in mind:\n<ul style=\"margin: 8px 0 0; padding-left: 22px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Keep the column headers in English as they are, even if your account is in Arabic. The system recognizes them and maps them to the fields automatically.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">In the <strong style=\"color: #111827;\">Type<\/strong> column, enter the employee type: <strong style=\"color: #111827;\">Employee<\/strong> for an employee, or <strong style=\"color: #111827;\">User<\/strong> for a user.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Enter <strong style=\"color: #111827;\">Yes<\/strong> or <strong style=\"color: #111827;\">No<\/strong> in the checkbox columns, such as <strong style=\"color: #111827;\">Can Access System<\/strong> and <strong style=\"color: #111827;\">Send Credentials to Employee Email<\/strong>.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Enter dates in the same date format set in your account.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Enter branch names exactly as they are in the system, and separate branches in the <strong style=\"color: #111827;\">Accessible Branches<\/strong> column with a comma.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">In the <strong style=\"color: #111827;\">Direct Manager Code<\/strong> column, enter the direct manager&#8217;s code, not their name.<\/li>\n<\/ul>\n<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Go back to the <strong style=\"color: #111827;\">Import Options<\/strong> page and upload the file in the <strong style=\"color: #111827;\">CSV \/ Excel File<\/strong> field.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">If the file is a CSV file, select the separator used between its columns from <strong style=\"color: #111827;\">Delimiters<\/strong>: <strong style=\"color: #111827;\">Comma Separated ( , )<\/strong>, <strong style=\"color: #111827;\">Semicolon Separated ( ; )<\/strong>, or <strong style=\"color: #111827;\">Tab Delimited<\/strong>. This field doesn&#8217;t appear for Excel files.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Check <strong style=\"color: #111827;\">Import First Row<\/strong> only if the first row of the file isn&#8217;t a header row.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Click <strong style=\"color: #111827;\">Next Step<\/strong>.<\/li>\n<\/ol>\n<h3 style=\"font-size: 18px; font-weight: bold; color: #111827; margin: 24px 0 10px;\">Second: Fields Mapping<\/h3>\n<ol style=\"margin: 0 0 16px; padding-left: 26px;\" start=\"8\">\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Review the mapping table: the <strong style=\"color: #111827;\">System Field<\/strong> column shows the employee fields, and the <strong style=\"color: #111827;\">Corresponding Field in File<\/strong> column shows the column the system mapped automatically.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">To change a mapping, choose the correct column from the <strong style=\"color: #111827;\">Select Column<\/strong> list. You can search within the list.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Make sure the required fields, marked with <strong style=\"color: #111827;\">*<\/strong>, are mapped. Custom fields appear at the end of the list.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">To import the valid rows and skip the rows with errors, check <strong style=\"color: #111827;\">Ignore errors while importing<\/strong>.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Click <strong style=\"color: #111827;\">Import<\/strong>.<\/li>\n<\/ol>\n<h3 style=\"font-size: 18px; font-weight: bold; color: #111827; margin: 24px 0 10px;\">Third: Result<\/h3>\n<p style=\"margin: 0 0 14px; line-height: 1.9; font-size: 16px; color: #1f2430;\">The <strong style=\"color: #111827;\">Result<\/strong> page appears, showing the number of employees <strong style=\"color: #111827;\">Imported successfully.<\/strong>, the number of employees <strong style=\"color: #111827;\">Updated successfully.<\/strong>, and the number of rows that failed to import, with the row number and the reason for each failure.<\/p>\n<div style=\"display: flex; gap: 10px; background: #f6f8fb; border-left: 4px solid #1a56db; border-radius: 6px; padding: 14px 16px; margin: 0 0 18px;\">\n<p><span style=\"flex: 0 0 auto; font-size: 18px; line-height: 1.6;\">\ud83d\udec8<\/span><\/p>\n<p style=\"margin: 0; line-height: 1.9; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">Note:<\/strong> Each employee&#8217;s activity log records whether they were added or updated through import.<\/p>\n<\/div>\n<h2 id=\"create-update\" style=\"font-size: 22px; font-weight: bold; color: #111827; margin: 32px 0 14px; padding-bottom: 8px; border-bottom: 2px solid #eef0f3;\">Adding new employees or updating existing ones<\/h2>\n<p style=\"margin: 0 0 14px; line-height: 1.9; font-size: 16px; color: #1f2430;\">The system uses only the <strong style=\"color: #111827;\">Employee Code<\/strong> to decide whether a row is a new employee or an update to an existing one:<\/p>\n<table style=\"width: 100%; border-collapse: collapse; margin: 0 0 18px; font-size: 15px; line-height: 1.8; color: #1f2430;\">\n<tbody>\n<tr>\n<th style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; background: #f6f8fb; font-weight: bold;\">Employee Code in the file<\/th>\n<th style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; background: #f6f8fb; font-weight: bold;\">What happens<\/th>\n<\/tr>\n<tr>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\">Empty<\/td>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\">A new employee is added, and the system generates a code automatically.<\/td>\n<\/tr>\n<tr>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\">Not found in the system<\/td>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\">A new employee is added with this code.<\/td>\n<\/tr>\n<tr>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\">Found in the system<\/td>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\">The data of the employee with this code is updated.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<div style=\"display: flex; gap: 10px; background: #f6f8fb; border-left: 4px solid #1a56db; border-radius: 6px; padding: 14px 16px; margin: 0 0 18px;\">\n<p><span style=\"flex: 0 0 auto; font-size: 18px; line-height: 1.6;\">\ud83d\udec8<\/span><\/p>\n<p style=\"margin: 0; line-height: 1.9; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">Note:<\/strong> The Official ID, email, and phone number aren&#8217;t used to identify the employee. When updating, you can edit all employee data except their status.<\/p>\n<\/div>\n<h2 id=\"required\" style=\"font-size: 22px; font-weight: bold; color: #111827; margin: 32px 0 14px; padding-bottom: 8px; border-bottom: 2px solid #eef0f3;\">Required fields<\/h2>\n<p style=\"margin: 0 0 14px; line-height: 1.9; font-size: 16px; color: #1f2430;\">The required fields for a new employee depend on the type entered in the <strong style=\"color: #111827;\">Type<\/strong> column:<\/p>\n<table style=\"width: 100%; border-collapse: collapse; margin: 0 0 18px; font-size: 15px; line-height: 1.8; color: #1f2430;\">\n<tbody>\n<tr>\n<th style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; background: #f6f8fb; font-weight: bold;\">Type<\/th>\n<th style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; background: #f6f8fb; font-weight: bold;\">Required fields<\/th>\n<\/tr>\n<tr>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\"><strong style=\"color: #111827;\">User<\/strong><\/td>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\">First Name, Display Language, Role, Accessible Branches, Date of Birth, and Country.<\/td>\n<\/tr>\n<tr>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\"><strong style=\"color: #111827;\">Employee<\/strong><\/td>\n<td style=\"border: 1px solid #e5e7eb; padding: 10px 12px; text-align: left; vertical-align: top;\">First Name, Email Address, Display Language, Date of Birth, Country, Join Date, and Branch.<\/td>\n<\/tr>\n<\/tbody>\n<\/table>\n<div style=\"display: flex; gap: 10px; background: #f6f8fb; border-left: 4px solid #1a56db; border-radius: 6px; padding: 14px 16px; margin: 0 0 18px;\">\n<p><span style=\"flex: 0 0 auto; font-size: 18px; line-height: 1.6;\">\ud83d\udec8<\/span><\/p>\n<p style=\"margin: 0; line-height: 1.9; font-size: 16px; color: #1f2430;\"><strong style=\"color: #111827;\">Note:<\/strong> Email is optional for a user, but if you enter it, it must not already be used by another employee.<\/p>\n<\/div>\n<h2 id=\"errors\" style=\"font-size: 22px; font-weight: bold; color: #111827; margin: 32px 0 14px; padding-bottom: 8px; border-bottom: 2px solid #eef0f3;\">Why rows fail to import<\/h2>\n<p style=\"margin: 0 0 14px; line-height: 1.9; font-size: 16px; color: #1f2430;\">A row isn&#8217;t imported in the following cases, and the reason appears on the Result page:<\/p>\n<ul style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">A required field is empty.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">An invalid value in the <strong style=\"color: #111827;\">Type<\/strong> column. The accepted values are <strong style=\"color: #111827;\">User<\/strong> or <strong style=\"color: #111827;\">Employee<\/strong> only.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">A date in a format different from the date format of your account.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">A branch, role, shift, leave policy, or holiday list that doesn&#8217;t exist in the system.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">A direct manager code that doesn&#8217;t belong to any employee.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">An email duplicated within the file, or already used by another employee in the system.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">An invalid value in a custom field, such as text in a number field.<\/li>\n<\/ul>\n<h3 style=\"font-size: 18px; font-weight: bold; color: #111827; margin: 24px 0 10px;\">Official ID rules<\/h3>\n<ul style=\"margin: 0 0 16px; padding-left: 26px;\">\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">The Official ID must be unique in your account.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">If an Official ID is repeated within the file, only the first row is imported, and the later rows fail.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">When adding a new employee with an Official ID that already exists in the system, the row fails.<\/li>\n<li style=\"margin-bottom: 10px; line-height: 1.9; font-size: 16px; color: #1f2430;\">When updating an existing employee with an Official ID that belongs to another employee, the row fails.<\/li>\n<\/ul>\n<h2 id=\"limits\" style=\"font-size: 22px; font-weight: bold; color: #111827; margin: 32px 0 14px; padding-bottom: 8px; border-bottom: 2px solid #eef0f3;\">Employee and user limits in your plan<\/h2>\n<p style=\"margin: 0 0 14px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Before importing, the system counts the new employees and users in the file and compares them with the number available in your plan. If the count exceeds what is available, the new rows aren&#8217;t imported, and the message <strong style=\"color: #111827;\">You have exceeded your available slots. Please increase your limit to import this employee.<\/strong> appears next to each row.<\/p>\n<p style=\"margin: 0 0 14px; line-height: 1.9; font-size: 16px; color: #1f2430;\">In this case, increase the number of employees or users in your plan, then import again. Rows that update existing employees don&#8217;t count toward this number.<\/p>\n<h2 id=\"faq\" style=\"font-size: 22px; font-weight: bold; color: #111827; margin: 32px 0 14px; padding-bottom: 8px; border-bottom: 2px solid #eef0f3;\">FAQs<\/h2>\n<h3 style=\"font-size: 18px; font-weight: bold; color: #111827; margin: 24px 0 10px;\">Can I update existing employees through import?<\/h3>\n<p style=\"margin: 0 0 14px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Yes. Enter the existing employee&#8217;s code in the <strong style=\"color: #111827;\">Employee Code<\/strong> column, and their data is updated instead of adding a new employee.<\/p>\n<h3 style=\"font-size: 18px; font-weight: bold; color: #111827; margin: 24px 0 10px;\">Why don&#8217;t the job and attendance fields appear in Fields Mapping?<\/h3>\n<p style=\"margin: 0 0 14px; line-height: 1.9; font-size: 16px; color: #1f2430;\">Because the <strong style=\"color: #111827;\">HRM<\/strong> app isn&#8217;t active in your account. Activate the app to show these fields in the import and in the sample file.<\/p>\n<\/div>\n","protected":false},"author":38,"featured_media":0,"template":"","categories":[2201,9114],"tags":[26681,26693,26682,23137,26689,26691,26680,26687,26692,26686,26690,26685,26683,23128,23138,26688,26684],"class_list":["post-154162","tutorial","type-tutorial","status-publish","hentry","category-employees","category-manage-employees","tag-add-employees-in-bulk","tag-can-i-update-employee-data-through-import","tag-csv-import","tag-download-sample","tag-employee-code","tag-employee-excel-file","tag-employee-import-errors","tag-employee-limit-in-plan","tag-employee-type","tag-fields-mapping","tag-how-do-i-import-employees-from-an-excel-file","tag-hrm-app","tag-import-employee-file","tag-import-employees","tag-map-columns","tag-official-id","tag-update-employee-data"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v17.8 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Import Employees from an Excel File and Map Columns to the System Keywords: - Daftra Knowledge Base<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/docs.daftra.com\/en\/tutorial\/import-employees-from-an-excel-file-and-map-columns-to-the-system-keywords\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Import Employees from an Excel File and Map Columns to the System Keywords: - Daftra Knowledge Base\" \/>\n<meta property=\"og:description\" content=\"You can add many employees at once, or update existing employees, by importing an employee file from an Excel or CSV file and then mapping the file columns to the system fields. The import covers the employee&#8217;s basic data, job and attendance data, and the custom fields you added for employees. 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