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Employee data can be imported into Netvisor in bulk using an Excel import template, which the user can download from Netvisor. The desired employee data is saved in the table, after which the file is uploaded back to Netvisor, and the employees are formed in the employee listing. The import template can be used to add new employees. Please note that the import template cannot be used to update the data of already established employees.  

NOTE! Employees that have already been imported once should not be deleted and re-imported, for example, to correct nationality or name. The data should be corrected in Netvisor, and you can make a support request if necessary to correct the data. Help: Editing personal data

Downloading the import template for completion

Before downloading the import template, the company's data and settings must be in place in Netvisor, as the import template picks up cost objects, hierarchy levels, and salary models from the company's data. The import template is downloaded from the company to which the employees are being imported. You can access the function from two different places:

1. Pay > Personnel > Employee listing > Employee functions > Import employees

2. Pay > Personnel > New employee > Import employees 


From the opened view, you can download the Excel import template by clicking the "Download for completion" button:

Save the import template to your computer, after which you can start filling in the employee-specific data.

When filling out the Excel template, it's good to remember a few things:

    • Fields marked with an asterisk are mandatory.
    • Each column header opens a help text that provides more information on saving the specific data.
    • Always select data from the dropdown menu when available. Only enter data in fields where there is no dropdown menu.
    • Data should not be copied and pasted into fields with a dropdown menu.
    • You can copy the selected data for a row by dragging it to the following rows. You can also copy data selected from the dropdown menu in the same way.
    • In free text fields, you can paste data copied from another Excel file. Ensure that cell formatting from the source file is not copied along. For example, in tax card data, € or % symbols should not be used. In the downloadable Excel template, the formatting of fields is "Text".
    • Note Excel's feature of increasing numbers when copying! For example, the employee's debt account, selected from the dropdown menu and copied downwards by dragging, may start to increase row by row.
    • Editing or deleting columns will cause a failed data upload, resulting in an error situation. 
    • Four columns are shown for the cost object, all with the same menu. Cost objects should be selected in the columns according to cost object levels.

Example of defining a cost object

The employee wants the cost center to be "Joensuu", the project to be "car", and the work phase to be "handover".

In the Excel template, each Cost object title is visible separately in the Cost object dropdown menu:

When filling out the Excel, one row is selected from each cost object title (cost center, project, work phase), and each group is marked in its own column. The remaining columns are left empty:

The Default cost object data imported with the above Excel looks like this in the Employee basic data:

Importing employees into the company

Once you have filled out the Excel, return to "Import employees" and upload your completed Excel template to "4. Find and select your saved template". Then press the Import employees button. After a successful import, the program automatically opens the Employee listing function.

Possible error situations

If there is an error in the Excel, the program returns the import template containing errors. All data contained in the Excel is processed as a whole during the import, so even a single error in the material prevents the addition of all employees in the file to the system. The data is fully uploaded to Netvisor only when all fields are filled in correctly.

Open the import template and correct the information contained in the cells marked in red. The information may be incorrect, missing entirely, or conflicting with other provided information (e.g., date). Please note that the import template cannot be used to update the data of employees already in the system. If an already established employee is attempted to be re-imported, the row containing the employee's data is highlighted in red, and the import fails. After correcting the data, save the corrected import template to your computer and start the file import to Netvisor again.

Importable data

With the mass import of employees, the following data can be imported:

Employee type *

First name *

Last name *

Nationality *

Personal identity code *

Identifier type *

Identifier *

Country that issued the identifier *

Gender *

Date of birth *

Business id *

Company name *

Language used by the employee*

Address *

Postal code *

Postal address *

Country *

Home municipality

Email

Phone number

IBAN

BIC

Hierarchy level * (company hierarchy in the menu)

Salary model (company salary models in the menu)

Employee number

Tax number

Employee debt account (in accounting) *

Payslip delivery method *

Subject to employer's health insurance contribution

Flexitime tracking started

Flexitime tracking start

Type of pension insurance *

TyEL

Unemployment insurance

Accident insurance

Group life insurance

Cost object

Pay

Travel

Tax card start date

Tax card end date

Tax card type (Netvisor-supported types in the menu)

Tax card basic percentage

Tax card additional tax rate

Tax card income limit

Income affecting the income limit

Key person

Person living in a border municipality

Basis of employment *

Date of entry into the partnership

Start date of employment *

End date of probationary period

Occupational title *

Monthly salary (pay form)

Hourly pay (pay form)

Contract pay (pay form)

Validity of employment

Type of employment

Part-time percentage

Collective agreement

Regular working hours

Method of employment

Salary subsidy

Year of introduction of the car benefit car

Car benefit received from abroad

End date

Reason for termination

Internal comment

Athlete

Performing artist

Shareholder status to the payer

Person working on the Åland road ferry

Person receiving salary paid by a diplomatic mission

Entrepreneur, no YEL or MYEL insurance obligation

Person receiving wages for insurance purposes under the EPPO Act

Employee basic data that cannot be imported with the import template:

Pay basis

Distraint

Annual leave information (accumulation rule, holiday percentage, employment condition)

Default approver for travel expense report

Frequently asked questions

Why can't I import the file even though there are no red-colored sections in the verification file?

The company's data has changed after downloading the import template. Download a new import template, copy the data to be imported into it, and try the import again.

This article has been translated using an AI-based translation tool. The contents or wording of these instructions may differ from those in other instructions or in the software.


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