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How to Fill In the Office Setting and Employee List Templates
Part of the Profile & Dashboards data migration series for new brioHR clients. This article covers: Company Data Template: Office Setting; Employee List Template: Employee List; Malaysia or Singapore?.
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).
Company Data Template: Office Setting
Start here. It's only three columns.
| Column | What to enter | Notes |
|---|---|---|
| Office name | The name of each office. | Must match the Office name on the Employee List exactly. |
| State | The state the office is in. | Public holidays follow the state. |
| General Working Days | For example, Monday - Friday. | Sets the default work schedule in Time Attendance. |
Employee List Template: Employee List
Your main tab: one row per person. The Malaysia template has 15 compulsory fields. Optional fields can be left blank, and the two Additional Field columns are for anything custom you want in the system. For Singapore differences, see "Malaysia or Singapore?" below.
| Column | Required | Notes |
|---|---|---|
| First name | Compulsory | |
| Last name | Compulsory | |
| Full Name | Optional | Optional if you fill in First and Last name. |
| Preferred name | Optional | |
| Email Address | Compulsory | Must be unique. Used as the system login ID. |
| Employee Staff ID | Compulsory | Must be unique. Key used in the Payroll, Leave and Claims templates. |
| Job Title | Compulsory | |
| Office name | Compulsory | Must match the Office Setting tab exactly. Office is the main filter in brioHR. |
| Department name | Compulsory | |
| Job Grade | Optional | Defines grade levels, for example Director, Management, Employee. |
| Employment Type | Compulsory | Options: Full time, Part time, Contractor, Freelance, Intern, Contract. Can restrict leave and claims eligibility. |
| Start Date | Compulsory | YYYY-MM-DD. Drives proration and earned leave. |
| Confirm Date | Optional | YYYY-MM-DD. |
| Transfer Date | Optional | YYYY-MM-DD. |
| Last Day of Employment | Optional | YYYY-MM-DD. Fill in for leavers. |
| User Group | Compulsory | Options: Admin, Employee. |
| Manager Email Address | Compulsory | Direct reporting manager's email. Used for approval notifications. |
| Birth date | Compulsory | YYYY-MM-DD. |
| Gender | Compulsory | Options: Male, Female. Can restrict gender-specific leave types. |
| Nationality | Compulsory | |
| NRIC No (No Dash - ) | Compulsory | No dashes. Compulsory for Malaysians. |
| Passport No | Optional | |
| Mobile | Optional | |
| Address - First Line / Second Line | Optional | |
| Zip Code / State / Country | Optional | |
| Marital status | Optional | Options: Married, Single, Widowed, Divorced. Compulsory in the Singapore template. |
| Additional Field Name 1 and 2 | Additional | For any custom field you want added to the system. |
💡 Quick format reminders
Dates as YYYY-MM-DD (for example 2025-03-01). NRIC numbers with no dashes. Each employee on one row only. Include leavers from the beginning of this year, each with a last day of employment.
Malaysia or Singapore?
Use the Employee List Template version that matches your country. If your company operates in both, enter each employee using the right version. Here's what changes:
| Field | Malaysia template | Singapore template |
|---|---|---|
| Employee Staff ID | Compulsory | Optional |
| FIN No | Not in template | Compulsory |
| Marital status | Optional | Compulsory |
| Include in Monthly Payroll? | Not in template | Compulsory (Yes; No) |
| Manager Staff ID | Not in template | Optional extra column (Manager Email Address is still compulsory) |
| NRIC No | Compulsory for Malaysians | Compulsory for Malaysians and Singaporeans |
🔗 Good to know
Although Staff ID is optional in the Singapore template, we recommend filling it in. It makes people easier to identify and is used to match records in other templates.
← Previous: Where Your Profile & Dashboards Data Goes in brioHR: User Groups, Profile Tabs and Payroll Centers
Next: How to Fill In the Optional Profile Tabs and User Group Access →
Back to Profile & Dashboards Data Migration and Verification: Start Here
Ownership
By: Aqilah