An import lets you add many employees at once from a prepared file (.CSV or .XLSX) instead of entering each person by hand. It is the fastest way to build the team in a new organisation or to add a larger group of people.

Proplanum offers three kinds of import, each as a separate menu entry:

• Simple import — quickly add employees from a straightforward 7-column template.
• Advanced import — a full editor with roles, positions, tags, employment templates and the Schedule/Time registration flags (11 columns).
• Import leave limits — loads leave allowances for people already in the organisation.

How to open the import

1. Go to the "Team" tab.
2. In the top right corner click the down arrow next to the "Add employee" button.
3. From the menu choose: "Simple import", "Advanced import" or "Import leave limits".

Simple import

This is the most straightforward path: you download a template, fill in the basic data and upload the file. Everybody imported gets the "Employee" role by default — you change the role individually later. The window walks you through 3 steps ("Step {n} of 3").

Step 1 — download and fill in the template

In the "Download data template" step hover over the "Download" button and pick the format: .CSV or .XLSX. Then fill the file in with your employee data. The template has these columns:

• Code — the employee's sequence number.
• First Name — the first name.
• Last Name — the last name.
• Email — the e-mail address (required only when you want to send a system invitation).
• Phone — the phone number (required only when you want to send an app invitation).
• Location — the name of the location.
• Location Code — the location code matching that name.

Step 2 — upload the file

1. In the "Upload your file" step drag the file in or click "Choose file".
2. Below the upload field you can tick the invitations (both off by default): "Send invitation to the system" (an e-mail with an activation link) and "Send invitation to the app" (an SMS invitation to the mobile app).
3. Click "Import".

Step 3 — check the incorrect entries

If all the data is correct, the import finishes straight away with a success message. When the system finds errors, the "Incorrect data" window appears with the note: "We have detected problems with some of the data. You can continue, but the incorrect entries will not be added.". Once you continue you will see a preview table with the "Employee", "E-mail", "Phone", "Location name", "Location code" and "Errors" columns, where the faulty rows are described in red.

Advanced import

The advanced import ("Advanced employee import") gives you full control over every employee before they are added. It uses a template with 11 columns and opens a full-screen editor in which you set the roles, positions, tags, employment template and the Schedule and Time registration flags — either in bulk or separately for each person.

Steps 1 and 2 — the template and uploading the file

Download the template (the .CSV or .XLSX variant for the advanced import) and upload the completed file. The template columns:

• Code, First Name, Last Name, Email, Phone — the employee's details (the first and last name are capitalised, the e-mail is lower-cased, a Polish phone number is normalised to 9 digits).
• Location or Location Code — the main location (by name or by code).
• Additional Location Codes — the codes of the additional locations; separate several values with | or ;.
• Employment Template — the name of the employment template (a single value).
• Tags — the tag names; separate several values with | or ;.
• Role — Employee / LocationManager / Manager / Advisor (empty = Employee).

Step 3 — the data editor

Once the file is loaded an editable table opens with the columns: "Code", "First name", "Last name", "Email", "Phone", "Location", "Add. locations", "Positions", "Template", "Tags", "Role", plus the "Schedule" and "Time registration" toggles. At the top there are counters: "Ready", "With errors" and "Excluded"; tabs split the employees by location.

Once you tick some rows, a bulk action bar appears above the table: "Change location", "Employment template", "Positions", "Tags", "Role", "Visibility", "Schedule", "Time registration" and "Exclude from import" / "Restore to import".

The system checks the data as you go (a missing first or last name, a wrong phone number, a wrong e-mail) and detects duplicate e-mail addresses:

• "This e-mail already exists in the organisation — importing this row will fail" — the address is already used by an existing employee.
• "This e-mail is repeated in this import — only the first row will import successfully" — the same address has been entered in several rows of the file.

If you are importing as an Advisor, the location, positions, template and tag fields are greyed out (—) — you fill those settings in after the import, in the employee's profile.

Step 4 — the summary and the import

The final step shows how many employees will be added ("You will import {n} employees") broken down "By location" and "By role", along with a list of those being skipped (with errors or excluded). In the "Invitation options" section tick "Send invitation to the system" or "Send invitation to the app" if you need them, then click "Import {n} employees".

Import leave limits

The leave limits import ("Import leave limits") is a separate flow — it does not add new employees, it loads leave allowances for people already in the organisation. The template has these columns:

• Employee number — optional, used for precise matching.
• First name and Last name — used when there is no employee number.
• Absence code — the short code of the request type (for example UW), required.
• Annual limit — the number of days granted for the year, required.
• Current limit — optional; when empty, it is copied from the annual limit.

An employee is matched first by number and, when there is none, by first and last name. Where the result is ambiguous, you pick the right person from a list in the next step.

Related articles

• Other ways to build your team: Adding employees – one at a time and as a group
• Sending invitations after the import: Sending invitations and activating an account

Updated on: 09/08/2026