How to Import Employees

Description

You want to import your employees into Harmony.

Prerequisites

• Received your Harmony login credentials and are able to log into Harmony successfully.
• Set up your departments.
• Set up your locations.
• Set up your employee types.
• You are the administrative user of Harmony, who has the correct permissions to import employees.
• Have access to your employees' information, such as names, addresses, etc. (what you will be importing into Harmony).

Creating Your Employee Import Interface

If you have already created and configured your employee import interface, skip this section. There are also two default employee import interfaces that you can use.

1. Log into Harmony.
2. Navigate to Configuration > Employees > Import Employees.
3. Click "Click to Start" to begin configuring and setting up your employee import interface. 
   
4. Click "+ New" to create a new interface.
5. Enter a "Code" and "Name" to identify your interface.
    
6. Activate the toggle on the top of the window to activate your interface. 
7. If your import file has a header, tick the "File has headers" checkbox. If your file will not have a header, do not tick this box. 
8. You will now map the fields from Harmony into the right column in your file. Click "+" to include a new field in your interface. You can click "-" to remove a field. Note: Required fields are listed with an asterisk ( * ) so be sure to include all of these before saving your interface. 
   
9. For each field, you will need to map the column number/ID from your file into the correct field. For example, entering "1" into the column ID field in Harmony's import interface will refer to column A in your .CSV import file. For any date-related fields, such as start date, termination date, last hire date, and date of birth, you will need to include the date format. For example, "MM/dd/yyyy".
10. Once you've mapped all required fields and the format is the way you need, click the save icon to save your interface. 

Setting Up Your Employee Import File

1. Open Microsoft Excel. 
2. In column A, enter the field according to your mapped field name in your interface that has a "Column ID" of "1". Repeat this for all fields. For example: 
   
   
   Using the above interface that we created, your import file should look something like this: 
   
3. Save your file as a .CSV (comma delimited) file type. Make a note of where your file is saved, as you will need to retrieve it later when we import the file into Harmony.
   

Tips

• If you're looking to import employee numbers or any fields with a leading zero, be sure to format that cell/column as a text. When you reopen it in Excel, it will remove the leading zeroes by default. 
• If you're looking to importing employees from a country other than USA or Canada, the province/state/territory field is still required. You can enter "ZZ" as the code for these employees.

Importing Your Employees Into Harmony

1. Log into Harmony.
2. Navigate to Configuration > Employees > Import.
3. Click "Click to Start".
4. Select your saved import interface that you set up earlier.
5. Click "Next" to use the selected interface.
   
6. Drag your file from your desktop into the box in Harmony to select that file, or click the box to browse your computer.
7. Click "Import" to complete importing your employees into Harmony. 
   
8. Congratulations! Your employees should have been imported successfully. 

Troubleshooting Import Errors 

If you receive any errors when importing your employees, read the error message carefully and review your import interface and/or file. Common mistakes can be that the date format was entered incorrectly (disconnect between the interface and the file) or that a field was mapped incorrectly. you can open the errors for each employee and verify what is missing.