Common Profile & Dashboards Migration Mistakes, an Example, and Sending Your Templates

Audience & Scope

Audience: HR and admin teams setting up brioHR for the first time

Module: Profile & Dashboards

Country: Malaysia, Singapore

Pre-requisites: Implementation kick-off meeting with your Implementation Manager (IM) completed; the Company Data Template and Employee List Template from your IM

This article is part of the Profile & Dashboards data migration series. It follows the Profile & Dashboards Data Migration Guide (PDF).

Common migration mistakes

What to avoid	What to do instead
Office names that don't match.	Type the office name on the Employee List exactly as on the Office Setting tab, otherwise employees will not link to an office.
Wrong state on an office.	Check the state for each office. Public holidays in Leave follow it.
Duplicate or wrong emails.	Give every employee a unique, valid email of their own. It is their login ID, and duplicates or errors block login and onboarding.
NRIC with dashes, or dates in the wrong format.	Enter NRIC numbers without dashes and dates as YYYY-MM-DD. Otherwise the import fails.
Leaving out leavers.	Include employees who left from the beginning of this year, each with a last day of employment. Missing leavers distort year-to-date payroll and leave history.
Managers who are not employees in brioHR.	Make sure every manager has their own row. Otherwise approval notifications go to the wrong person, or to nobody.
Changing managers without checking the impact.	Remember that changing a manager later also changes the reporting structure.
Module access left unchecked.	Set True/False carefully on the User Group Access tab. Otherwise modules, documents and reports are invisible to the people who need them.
Expecting family details to change tax.	The Family Details tab does not affect tax. Child information for PCB (the monthly tax deduction in Malaysia) goes in the Employee Payroll Data template.

An example

The names and numbers below are fictional. Notice how the office name matches the Office Setting tab letter for letter, and how the manager, Sarah, also has her own row.

Company Data Template: Office Setting

Office name	State	General Working Days
BrioHR Sdn. Bhd.	Kuala Lumpur	Monday - Friday

Employee List Template: one employee row (Malaysia)

Column	Example value
First name / Last name	John / Wick
Email Address	john.wick@example.com
Employee Staff ID	BR001
Job Title	Operations Executive
Office name	BrioHR Sdn. Bhd. (matches the Office Setting tab exactly)
Department name	Operations
Employment Type	Full time
Start Date	2025-03-01
User Group	Employee
Manager Email Address	sarah.tan@example.com (Sarah also has her own row)
Birth date	1990-01-01
Gender	Male
Nationality	Malaysian
NRIC No (No Dash - )	900101015555 (not 900101-01-5555)

Send your templates to your IM

When both templates are filled in, send them to your IM. Once your data has been migrated, move on to the data verification articles and work through the checks before you fill in any other template. For further guidance, see the Profile & Dashboards Starter Guide and the related brioHR Knowledge Base articles. If you're unsure how to fill in any field, your IM is happy to help.

🔗 Well done!
Getting this foundation right is the most valuable thing you can do for the rest of your brioHR setup. Take your time, and ask us anything along the way.

← Previous: How to Fill In the Optional Profile Tabs and User Group Access

Next: How to Verify Your Profile & Dashboards Data: Offices, Headcount, Profiles and Reporting Lines →

Back to Profile & Dashboards Data Migration and Verification: Start Here

Ownership

By: Aqilah