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Where Your Profile & Dashboards Data Goes in brioHR: Offices, Employees and Reporting Lines

Part of the Profile & Dashboards data migration series for new brioHR clients. This article covers: Where your data goes.

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).

Where your data goes

💡 How to read the field tables

In the "Required" column, Compulsory means the column must be filled in, Optional means you can leave it blank, and Additional means it's there for any custom information you'd like in the system.

🔗 Related article

Each map shows what you provide, where it lands in brioHR and what it powers. Use it as a reference while you fill in the templates.

Map 1: Offices (company structure)

Offices
What to provideOffice name, state and general working days.
Where it goesSettings > Offices (from the Company Data Template, Office Setting tab).
What it powers
  • The office is the main filter in brioHR to identify where an employee works.
  • Public holidays follow the office's state.
  • Office working days set the default work schedule in Time Attendance.
ExampleOffice name: BrioHR Sdn. Bhd. | State: Kuala Lumpur | General working days: Monday - Friday

🔗 Singapore offices

The State column is designed around Malaysian states. If you have Singapore offices, confirm with your IM how to fill it in.

Sample of the Company Data Template

The image displays a computer screen with an open spreadsheet application.

Where it appears in brioHR: Company Settings > Offices tab

The image displays a user interface from a software application.

Where it appears in brioHR: the office assigned to each employee, on the Employee Profile

The image shows a user profile page from a website.

Map 2: Employee master data

Employee master data
What to provideOne row per employee on the Employee List tab. Each employee must appear once only.
Where it goesHR Lounge > Employee Management (bulk import), which creates the employee profiles.
What it powersSee how key fields are used in the table below.
Format rules
  • Dates as YYYY-MM-DD.
  • NRIC number without dashes.
  • Each employee once only.
FieldHow brioHR uses it
Email addressThe employee's system login ID. It must be unique.
Staff IDThe easiest way to identify employees, and the key used in the Payroll, Leave and Claims templates.
Job gradeDefines grade levels (for example Director, Management, Employee) and can restrict eligibility.
Employment typeFull time, Part time, Contractor, Freelance, Intern or Contract. Can restrict eligibility for leave and claims.
GenderCan restrict gender-specific leave types.
Start dateDrives proration (working out partial-year entitlements) and earned leave.
Office nameLinks the employee to an office (must match Office Setting exactly).
Last day of employmentEnds access for leavers (access ends the day after this date).

Sample of the Employee List Template (MY & SG)

The image shows a computer screen displaying a spreadsheet in Microsoft Excel.

Where it appears in brioHR: the Employee Profile

The image appears to be a screenshot of a professional profile webpage, likely from a job or company website.

Map 3: Reporting line

Reporting line
What to provideThe Manager Email Address for every employee. (The Singapore template also offers a Manager Staff ID column.)
Where it goesThe manager field on the employee profile.
What it powers
  • If the approver for Leave and Claims is set as "Manager", brioHR uses this email to recognise the manager and send the approval notification.
  • Timesheet approvals also follow the direct manager defined in the profile.

💡 Tip

Every manager listed must also exist as an employee in your list. Double-check for circular reporting (A reports to B, and B reports to A).

Sample of the manager details in the Employee List Template (MY & SG)

The image shows a computer screen displaying a spreadsheet application with a blank table.

Where it appears in brioHR: Employee Profile > Job tab, and within reports

The image displays a user profile interface from an HR management software.

← Previous: What to Prepare Before Filling In Your Profile & Dashboards Templates

Next: Where Your Profile & Dashboards Data Goes in brioHR: User Groups, Profile Tabs and Payroll Centers →

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

 

Ownership

By: Aqilah