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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).
What data you'll be providing
Your data lives in two templates, which your Implementation Manager (IM) will send you.
| # | Data group | What you provide | Template and tab |
|---|---|---|---|
| 1 | Offices | Office name, state and general working days. | Company Data Template Tab: Office Setting |
| 2 | Employee master data | One row per employee: name, email, Staff ID, job title, office, department, employment type, dates and more. | Employee List Template (SG) Tab: Employee List |
| 3 | Reporting lines | Manager email address for each employee. | Employee List Template (SG) Tab: Employee List |
| 4 | User groups and module access | The user group for each employee, and which group can access which module. | Employee List Template (SG) Tabs: Employee List and User Group Access |
| 5 | Optional profile details | Family details, emergency contacts, training and certificates, experience and education. | Employee List Template (SG) Tabs: Family Details, Emergency Contact, Training & Certificates, Experience & Education |
How your data flows through brioHR
Each piece of data goes to a setting, and that setting powers something you'll use every day. See Where Your Profile & Dashboards Data Goes in brioHR: Offices, Employees and Reporting Lines for screenshots.
| Your data | Where it goes | What it powers |
|---|---|---|
| Offices | Settings > Offices | Office filter across brioHR; public holidays (by state); default work schedule in Time Attendance. |
| Employee rows | HR Lounge > Employee Management (bulk import) | Employee profiles; login; eligibility rules; proration; keys for every other template. |
| Manager email | Manager field on the employee profile | Approval notifications for Leave and Claims; Timesheet approvals; Training. |
| User group | Settings > User Groups, then assigned to each employee | What each person can see and do across modules, reports and documents. |
| Optional tabs | Matching sections on each employee profile | Profile completeness and HR records. |
Get ready: a quick readiness checklist
| Get ready | Why | |
|---|---|---|
| ☐ | You have received the Company Data Template and the Employee List Template (Malaysia or Singapore version) from your IM. | These are the primary source for what data is asked and how it must be formatted. |
| ☐ | You have a complete source headcount list, including employees who left from the beginning of this year. | Leavers affect year-to-date payroll and leave history. |
| ☐ | Every employee has a unique, valid email address that belongs to them. | The email becomes their login ID. |
| ☐ | Every employee has a Staff ID, unique and consistent across all your files. | Staff ID is the easiest way to identify people and is the key used in the Payroll, Leave and Claims templates. |
| ☐ | You know your offices, the state each one is in, and the general working days. | Offices must be loaded before employees. |
| ☐ | You know each person's direct manager, and that manager is also an employee. | Approvals follow this field. |
| ☐ | You have decided which user group each employee belongs to (Admin or Employee by default) and which group should access which module. | This controls what people can see. |
| ☐ | You know how many payroll centres you have and who is responsible for each. | Needed for Payroll setup (see Map 6 in Where Your Profile & Dashboards Data Goes in brioHR: Offices, Employees and Reporting Lines). |
🔗 Good to know
Configuration decisions (for example, how approvals should work) are covered with your IM during implementation. This guide focuses on the data that feeds those decisions. The templates use colour-coded headers to show whether a column is Compulsory, Optional or an Additional field. Check the legend at the top of the template.
The order to load your data
Load your data in this order, because each step depends on the one before it:
- Offices (Company Data Template: Office Setting).
- User groups and module access (Employee List Template: User Group Access tab).
- Employee List (office names must match step 1 exactly; manager emails refer to other employees on the list).
- Optional tabs keyed on employee email: Family Details, Emergency Contacts, Training & Certificates, Experience & Education.
- Everything else: Payroll templates, then Leave, Claims, Timesheets, Performance, Training and Recruitment data, all of which identify employees by Staff ID, Employee ID or email.
⚠ Important
Every other migration template depends on the Employee List, so finalise and check it before you fill in the others. The file numbering on the templates is not always in loading order. For example, the Company Data Template may carry a higher number even though offices come first. Follow the order above, not the file numbers.
← Previous: Understanding the Profile & Dashboards Data Migration Process
Next: Where Your Profile & Dashboards Data Goes in brioHR: Offices, Employees and Reporting Lines →
Back to Profile & Dashboards Data Migration and Verification: Start Here
Ownership
By: Aqilah