HRM → Manage Employees → Import Excel
Download the template, fill one row per employee, choose an allowed campus and upload an XLSX file with at most 500 employee rows. Keep contact and identity values as text so leading zeros remain. Formulas and unknown headers are refused. Preview checks names, dates, configured required fields, setting names and duplicate employee codes or CNICs. Correct all reported rows, then preview again and import.
The import creates new employees only and saves the whole batch together. It does not update existing employees or grant web or mobile access, create credentials, or import salaries. A failed batch adds no employees. A repeated successful sheet is refused as duplicate records. Detailed sections required by your school must be entered through Add Employee.
Bulk update existing employees from a template
Open EMS → HRM → Manage Employees → Bulk update. This separate action changes existing staff; Import Excel still creates new employees only. Use a login with employee-update permission. Download the Excel or CSV template, keep Employee Code and the columns you want to change, and fill one row per existing employee. Employee Code is a unique positive whole number used to find the existing record; it cannot be changed by this action.
Upload an .xlsx workbook or UTF-8 .csv file with no more than 500 employees and 5 MB. A blank cell or missing column keeps the saved value. Type the exact text [CLEAR] only to remove an optional value; required fields and fields your school makes required cannot be cleared. Use plain values, not formulas. Unknown or repeated headers are refused. Keep phone numbers and CNIC as Text to preserve leading zeros. Dates use YYYY-MM-DD; Excel date cells are also accepted. Increment Month is 1 to 12, and Lecture Assigned is a non-negative whole number.
Supported updates are employee name, father/husband name, mobile, gender, joining and birth dates, email, CNIC, marital status, address, city, home phone, emergency contact number and name, contact relation, reference, notes, bank information, assigned lectures, department, designation group, designation, employment type, pay mode, probation dates and increment month. HRM setting names must match existing settings unambiguously, and a designation must belong to the selected or saved group. Gender is Male or Female; marital status is Married or Unmarried; contact relation is Guardian, Father, Mother, Brother or Sister.
Choose the file and check all rows, then review each employee and the old and new values before applying the changes. Correct every reported row and check the file again. A repeated, unknown, ambiguous, deleted or inaccessible Employee Code rejects the whole file; a record outside your campus access cannot be changed. No changes are saved until you confirm a valid preview, and the entire batch saves together. If you change the file, if a saved employee changes after preview, or if the preview expires after 30 minutes, check all rows again before applying.
This action adds no employees and sends no notifications. Campus transfers, employee status, employee codes, photos, biometric IDs, app credentials or access, subject specializations, qualifications, experience, skills, attachments and payroll amounts remain on their existing screens. Bank information and pay mode here are employee profile fields; this does not create or alter a salary plan, salary balance or payment.
Mobile numbers and Bio ID in employee templates
In EMS → HRM → Manage Employees, both Import Excel and Bulk update templates now include Bio ID. Import Excel adds new staff from an Excel workbook; Bulk update changes existing staff from Excel or UTF-8 CSV, matched by Employee Code. Mobile accepts plain text, whole-number Excel cells and explicit all-zero Excel number formats that preserve leading zeros. When Excel stores a Pakistani local mobile as ten digits starting with 3, its initial zero is restored. Other numeric mobiles are retained as entered; keep other phone fields and CNIC as Text. Review the displayed mobile before saving; formulas, fractional and unsafe numeric cells are refused.
Bio ID uses the existing machine PIN rules: one to nine digits, greater than zero, unique across all students and staff, including leavers. Leading zeros are retained, but IDs with different zero padding count as the same PIN for uniqueness. A duplicate in the file or an ID already assigned elsewhere rejects the whole batch. Importing a blank Bio ID generates the usual automatic ID. In Bulk update a blank or omitted Bio ID keeps its saved value; [CLEAR] restores the employee's automatic ID, shown in preview. Recheck the sheet if records change after preview. This extends the earlier list of supported updates to include Bio ID. Bulk update does not enroll or remove reader users and sends no notifications; manage reader enrollment separately.