Importing Employee Data

By using a preformatted template, you can easily organize your data and upload it directly, ensuring a smooth and error-free process. 
There are four import modes — two for employee data and two for localization:

Note: Before filling out the template, please review the instructions and rules on the first tab to ensure the correct and proper data entry.

Warning: Do not delete any sheet

Important: The system links rows across all sheets using the Corporate Email column. Every sheet with data must have a Corporate Email that matches exactly one row in the Personal Information sheet.
If a row in Position Records, Addresses, or any other sheet has an email that does not appear in Personal Information, that row will be flagged as an error.

How to Import Employee Data:

To import your employee data into the system, follow these steps:

Fill in the required columns in the downloaded template with your employee information.
This template simplifies the data entry process by providing the correct column structure.

1. Go to the WE module.

2. Click the Import menu.

3. Select Import Employee Data.

4. Click the Download Template hyperlink to download the preformatted employee list template. 
   This template simplifies the data entry process by providing the correct column structure.

5. Fill in the required columns in the downloaded template with your employee information.

• When filling in the information make sure that you fill in the columns that are marked with an asterisk.
• Do not type custom text into fields with predefined options (like Employment Type or Marital Status). hint will appear if your entry doesn't match the allowed options.

       6. Once the template is completed, return to your Spark.work page and click the                     Choose File button to upload your completed template.

       7.  After you attach the file, click the Upload button.

Your employee data will now be imported into the system.

• Imported: Employees whose Personal Information row was successfully created or updated
• Duplicated: Employees whose email was already in the system. Their data was updated with the values from your import file. This is expected behavior, not an error.
• Errors: Rows that failed validation and were not imported - these need to be fixed and re-uploaded
  
• To fix the specific row errors, you need to click the Download Errors button for the corresponding sheet. The system generates an Excel file containing only the failing rows. Every cell that has a validation problem is displayed in red text so you can spot it at a glance.
  After you correct the errors and save the file, return to the import page and upload the corrected file.

Note: The standard import creates new employees if an email is not found. The Data Update never creates new employees  -  only updates existing employees. If a Corporate Email doesn't match an existing employee, the row is skipped without an error. Data on all other sheets is ignored.

How to Import Employee Data Updates

To update employee data in bulk:

1. Navigate to the WE module and open the Import menu.
2. Select Employee Data Updates from the dropdown menu.
3. Click the Download Template hyperlink to get the preformatted template.
4. Fill in the template by adding the updated information to the relevant columns.
•  Make sure to use the corporate email of each employee to ensure the data is matched correctly to their profile.
5. Once you've completed the template, return to the Import menu and select Employee Data Updates again.
6. Upload your completed file. After a successful upload, you can view the added information in the employees' profiles.

Employee Data Localization Import
The Localization Import is a separate process from the regular Employee Data Import. Use it to add or update translated versions of employee and reference data; it does not create new employees.

Important: Always run the standard Employee Data Import first to create base employee records in the system before importing translations.

• Match Key: Used to find the employee record (e.g., Corporate Email). Enter the exact value from the standard import; do not alter it or leave it blank.
• Localizable: Enter your translation here in the target language.
• Not Processed: Ignored in localization mode. You can leave it blank.

Tip: Some columns use pre-populated dropdown lists (Country, State, Employment Type, Type).

1. Go to We → Employees → Import → Employee Data.
2. In the Import Employee Data pop-up, turn on the Add Localization toggle.
3. Select your target language from the dropdown menu.
4. Click Download Localization Template.
5. Open the Excel file, enter each employee's Corporate Email, and fill in your translations in the target language.
6. Return to the import pop-up, select the target language matching your file (e.g.հայերեն), choose the completed file, and click Upload.
   

Upon upload, the system will process the file as Successful or failed. Error handling and validation results work the same as in the standard Employee Data Import.

1. Open We → Employees → Import → Employee Data Updates
2. Turn on Add Localization, select the language, and use Download Localization Template
3. Fill in the Personal Information sheet only
4. Upload the filled file in the same dialog

Note: Make sure to enter the correct Corporate Email for each employee. The system uses it to find matching profiles and will ignore unknown email addresses.