Importing employee data

Before you get started

The import module allows you to import new employees with their data and / or update the data of existing employees. 

Preparing your file

The import file must be in a semicolon-delimited CSV format. In the first column(s) it must include the identifying Lucca data:

• either the establishment / payroll number pair (be sure to keep the payroll number in the right format before import, any "0s" can be deletedin the .CSV file)
• or the employee login
• or the first name + last name

Some data is mandatory. A list of this data and the corresponding import codes can be found on the following help sheet.

For more information on creating the import file, go to the "How to create the import file” section.

Import procedure

Accessing the import module

You can access the import module by clicking on the employees tab (1), then clicking on the Update menu (2) and finally Import data (3).  

Selecting the file

Select the CSV file containing the Poplee data to be imported by clicking on the "Select a file" link.

Testing the file content

Once the file has been selected (please note you will only be able to select files in the right semicolon-delimited CSV format mentioned above), the content is analyzed to highlight any errors.

The headers will be analyzed first. If there are any unrecognized headers you can select the data be to imported and restart the file analysis: 

The entire file will then be tested. There are two possible types of alerts:

• Blocking errors, in red, correspond to the rows that will be ignored during import.
• Alerts in orange correspond to points that are non-blocking for import, but require specific attention.

You can edit the data directly in the interface and restart the analysis: 

Import file

Once the file has been validated, you can start the import by clicking on Continue.

Automatic import

An automatic data import can be scheduled via this module from the "No automatic import" settings at the top right then clicking on "Configure automatic import". 

Here you must:

• set the time you want imports to be triggered,
• define the corresponding remote file.

You can also change the settings for the notifications to be sent.

• Send a notification every time there is an automatic import, when certain users are created or there is an error.
• Send a notification email for each user created. T

A correspondence table can also be managed between the data labels in the import files and the matching data in Lucca (cf. link at the top right "Set match codes"). To find out more, check out our help page on this topic.

How to create the import file

Regardless of the data to be updated, the first column in the file must be the login only or the establishment + payroll number combination. This is the data that the import module uses to identify the users to be updated.

If you are in any doubt about the format of the file, you can click on “Information about the expected file format” 

You need to create the right number of columns for the data to be updated, naming the column headers with the Poplee data codes (these codes can be viewed by clicking on "see all available data" in the expected file format information box).

However, the format of these headers differs depending on the type of data to be imported. For more information about Poplee data types, refer to the help sheet: Different data types in the HR File

The file format expected by the import module is CSV (semicolon separators). To get a CSV file from an Excel spreadsheet, simply Save as and select "CSV (separator: semicolon)".

Simple data

This is the simplest scenario: all of the data to be imported is in a column in the import file. The order of the columns does not matter. Thus, in the example shown below, the import file contains an update for the following simple data: Email / Date of Birth / Department / Profile / Occupation category / Calendar and Language.

Compound data

Compound data cannot be imported directly (it does not have its own code). All the different compound data must be imported with one column per component. 

Example of "emergency contact" data consisting of a name and a telephone number: the import file must contain two columns, one for the "Name" (e_emergencycontact_name) and one for the "Phone" (e_emergencycontact_number).

Contract data

Importing contracts allows you to create bulk contracts for your employees or update existing contract data. 

To create and edit contracts, the first column must contain the employee login and the second must contain the contract start date.

To create contracts, the following data is required:

• the employee login,
• the contract type,
• the contract start date,
• the establishment.

To edit existing contracts, the identifying data to be put in the first columns is:

• either the employee login + contract start date pair,
• or the ID of the contract to be edited.

If you do not have Poplee Core HR, contracts do not need to be imported when creating your users. Importing users will serve to create your users and their contracts.

Multi-occurrence data

Importing multi-occurrence data allows you to import one piece of data per file. 

You must import a CSV file in UTF-8 (default) or ANSI format, with a semicolon separator. 

You must identify users by: 

• their login: to be entered in the first column
• or the establishment/payroll number pair: to be entered in the first two columns

The following columns must contain the data to be imported, or the components in the case of compound data.

To enter several occurrences for the same employee, you will need to add the same number of rows as occurrences: 

The headers must match the data code. You can find all the available data from “Information about the expected file format” All available data.

You can also generate the file template from the home page: 

You can add new occurrences, edit one or more occurrences, or delete all existing occurrences and replace them with those in your file. This is how you do it: 

Adding new occurrences

To add new occurrences, simply import a file containing only the occurrences you want to add. To do this, you can generate a template without integrating existing values. 

Editing one or more occurrences 

To edit one or more occurrences, all you need to do is generate a template integrating the existing values. These all have an identifier which should not be edited. All you have to do is edit the desired values. 

If you add new occurrences to the file, they will be added to the existing ones. In this case, you do not need to specify an identifier, which will be assigned automatically.

Deleting and replacing

If you need to replace all the occurrences in the database, you have to generate a file without integrating the existing values. Then simply fill it with the new values, and import it by editing the following advanced option: 

If a user is in the file, the import will delete all the occurrences in the database for the imported data, and replace them with the values in the file. If there is no value, then the import will simply delete the current values. 

If a user is not in the file, the import will have no impact on the existing values. 

Drafts

If you start an import procedure and you edit some values in your file in the interface, a "draft" import will automatically be created. 

If your session times out, you quit the module by mistake, or you simply don’t have time to finish the import, you can start your import again where you were by going to drafts, and clicking "Continue":

Note: To explain it more simply, updating the 3 Poplee data types has been dealt with separately. However, it is possible to create an import file containing simple, compound and multi-occurrence data for a complete update in one import. The important thing is to respect the format of the column headers according to the data type and always use the user logins in the first column. 

Specific data

Work cycles

Although this is multi-occurrence data, user work cycles are imported via a user data import. You can only import one work cycle per import.

To import this data, you will have to specify the following elements in the import file: 

Expense approvers

In Cleemy Expenses it is possible to import expense approvers via user imports. This import can be done from the first and last name of the expense approver, where the code to be used will be Cleemy ExpensesApprover. You can also import the approver from their login using the code CleemyApprover.login.

FAQ for employee data imports

Error message: "XX refers to two values"

If you get this error when the values are completely different, the problem is that theheader is not accurate enough. For example, you need to replace "manager" with "manager.login".

Standard template

If you are unable to download the user data file template from your Lucca environment, be sure to take a look at this typical employee data import file.