Skip to main content

Import Attendance

Last Updated: Oct 06,2025. Document Version: 1.0 Prepared for: Emgage HRMS Implementation Team

Import Attendance

Efficient Attendance Management The Import Attendance feature provides a streamlined method for bulk uploading daily attendance data through Excel files. This system ensures data accuracy through comprehensive validation and error reporting mechanisms.

1

Process Overview​

Import Benefits

The Import Attendance system offers efficiency and accuracy in attendance management, allowing administrators to:

  • Bulk Data Processing: Import multiple employee attendance records simultaneously.
  • Data Validation: Automatic validation ensures data integrity and format compliance.
  • Error Detection: Identify and highlight incorrect data entries for correction.
  • Time Efficiency: Reduce manual data entry time significantly.
  • Standardized Format: Maintain consistent data structure across all imports.

Import Process Workflow​

The attendance import process follows a structured three-step workflow designed to ensure data accuracy and successful import completion.

Step 1: Upload File​

File Upload Process

Initial Setup Steps:

  1. Access Import Feature: Navigate to Attendance Setup → Import Attendance from the left sidebar.
  2. Select Import Type: Choose from the Import Type dropdown menu.
  • Import Daily Attendance
  • Import Attendance In Days
  • Import Shift And Offday
  • Import WorkSchedule
  1. Download Template: Click the Excel iconto download the sample file template.
  2. Prepare Data: Fill the template with accurate attendance information.
  3. Upload File: Drag and drop or click to select your completed Excel file.

Step 2: Validate Data​

Data Validation Stage

During this step, the system performs comprehensive validation checks on the uploaded data:

  • Format Verification: Ensures all fields match required formats.
  • Data Integrity: Validates employee IDs, dates, and time entries.
  • Error Detection: Identifies inconsistencies and missing information.
  • Validation Report: Generates detailed feedback on data quality.

Step 3: Summary​

Final Import Summary

Completion Process:

  • Import Results: View successful imports and any remaining errors.
  • Final Confirmation: Complete the import process for validated data.
  • Error Export: Download Excel file with highlighted errors for correction.
  • Process Completion: Finalize the attendance import workflow.

Excel Template Structure​

The sample Excel template includes the following columns and data requirements: 3

Required Data Fields​

Template Structure

Column Requirements:

  • Employee ID (Column A): Unique identifier for each employee (e.g., 100000, 100001, 100002).
  • Date (Column B): Attendance date in DD-MM-YYYY format (e.g., 01-01-2022).
  • In Time Date (Column C): Check-in date in DD-MM-YYYY format (e.g., 02-01-2022).
  • In Time (Column D): Check-in time in HH:MM or HH:MM AM/PM format (e.g., 00:30, 09:00 am, 09:00).

Data Format Requirements​

** Important Format Guidelines** Critical Formatting Rules:

  • Date Format: Use DD-MM-YYYY consistently across all date fields.
  • Time Format: Accept multiple formats (24-hour, 12-hour with AM/PM, or simple HH:MM).
  • Employee IDs: Must match existing employee records in the system.
  • Required Fields: All columns must contain valid data for successful import.

Error Handling and Validation​

Validation Messages​

When data validation fails during Step 2, the system provides detailed feedback:

** Error Management** Common Validation Issues:

  • Invalid Employee IDs: Employee not found in the system database.
  • Incorrect Date Formats: Dates not matching DD-MM-YYYY format.
  • Invalid Time Entries: Time formats not recognized by the system.
  • Missing Data: Required fields left empty or incomplete.
  • Data Type Mismatches: Text in numeric fields or vice versa.

Error Resolution Process:​

Error Correction Workflow

  • Resolution Steps:
  1. Download Error File: System generates Excel file with errors highlighted in red.
  2. Identify Issues: Review highlighted cells to understand validation failures.
  3. Correct Data: Fix identified issues in the original Excel file.
  4. Re-upload File: Upload the corrected file to restart the validation process.
  5. Verify Success: Confirm all data passes validation in Step 2.

Best Practices:​

info

Optimization Guidelines

  • Template Usage: Always use the downloaded sample template as your starting point.
  • Data Verification: Double-check all employee IDs exist in your system before upload.
  • Format Consistency: Maintain consistent date and time formats throughout the file.
  • Batch Size: Consider splitting large files into smaller batches for better processing.
  • Backup Data: Keep a backup of your original data before making corrections.

Demo Video:​

Was this page helpful?