Step 1 - Access the Import Feature
From the left-side menu, open the Employees section.
At the top-right corner of the employee list, click the Import button to open the import window.
Step 2 - Download the Excel Template
If you do not already have a prepared file, Weplanify provides an official preformatted Excel template.
Inside the import window, click Download Template to retrieve the file.
The template already includes all supported columns such as:
- full name,
- phone number,
- employee ID,
- position,
- site,
- schedules,
- contract type,
- department,
- and other HR information.
This makes data preparation much easier before importing.
⚠️ Important: Make sure that positions, departments, sites, and other related data already exist in Weplanify before starting the import process.
A warning message will also remind you during column mapping.
Step 3 - Upload Your Excel File
Once your file is completed:
- Return to the import window
- Drag and drop your file into the upload area
- Or click the area to select the file from your computer
Supported formats:
.xlsx.xls
Step 4 - Map the Columns
After uploading the file, Weplanify displays the column mapping interface.
This step allows you to match the columns from your Excel file with the corresponding fields in Weplanify.
- Left side: columns from your Excel file
- Right side: available system fields
Weplanify automatically detects some fields such as:
- full name,
- phone number,
- site,
- date of birth,
- email,
- and more.
Automatically detected columns are already prefilled.
For columns not automatically recognized, manually select the correct field using the dropdown menu.
Available fields include:
- Full Name
- Title
- Phone Number
- Employee ID
- Position
- Manager
- Site
- Department
- Default Position
- Employment Start Date
- Contract Type
- Contract End Date
- Default Start and End Time
- Break Duration
- Default Rest Days
- Initial Leave Balance
- Leave Return Date
- Hide in Schedule
- Attendance Type
- And many other HR and operational fields
💡 Tip:
- Columns with a green arrow are already correctly mapped.
- Columns with a gray arrow still need mapping.
- You may leave some fields as “-- Field --” if they are not needed.
Step 5 - Test and Validate the Import
Once the mapping is completed, click Test Import at the bottom-right corner.
Weplanify will automatically verify:
- data consistency,
- potential errors,
- and overall import validity before final confirmation.
If errors are detected, they will be displayed so you can correct them before completing the import.
Result
After validation, employees are automatically added to the Employees section in Weplanify with all associated information, including:
- full name,
- phone number,
- employee ID,
- position,
- site,
- department,
- schedules,
- and other related data.
Bulk import significantly simplifies employee onboarding and accelerates organization setup within Weplanify.