Skip to main content
All

Mass adding employees

Zaktualizowano 2026-05-28

Bulk addition of employees is available in the Employees module under the "+" button in the lower right corner of the application. Select the “Import employees” option from the drop-down list.

Supporting image

Figure 1. Import of employees

Upload an Excel file​

Import allows you to bulk add or update multiple employees to eFOB based on an xlsx file.

A sample file structure is available for download at the "szablon" link.

The xlsx file may contain columns with data:

  • Name
  • Name
  • Date of birth
  • Place of birth
  • PESEL number
  • Gender – please provide: male – male, female – female, other – other, unspecified – unspecified
  • IBAN number – must start with “PL”
  • Type of identity document - please provide: 1 - if ID card, 2 - Passport, 3 - Driving license, 4 - Other
  • Document ID – identification number of the indicated type of identity document
  • Email address
  • Second email address (if available)
  • Telephone number
  • Work telephone number
  • Start and end date of the contract
  • Employee's address

Supporting image

_Fig 2. Window for adding an xlsx file _

Column mapping​

After uploading the file, a screen mapping the columns from the file to the employee's fields from eFOB will be displayed. To import employees, you must select a mapping for at least one column. The contents of columns for which mapping is not set will not be taken into account during import.

The system automatically proposes mapping if the column names from the first line of the file match the eFOB fields. It is important that the column names in the file are linguistically consistent with the selected application language, otherwise the system will not be able to propose a mapping.

When selecting a mapping, ensure that a given eFOB field is selected only once. If a field is selected multiple times, it will not be possible to continue the import.

Supporting image

_Fig 3. Column mapping window _

The mapping screen also provides the following options:

– selection of the “Unique identifier” identification field – based on the indicated value, the system will verify whether the employee specified in the sheet already exists in the database and whether he should be updated

– selection of date format in text fields – the default eFOB format is ‘YYYY-MM-DD’. If the dates in the file are entered in a different format, you must indicate it so that the system can read and save the data correctly

– “Skip headers” option – should be selected if the first line of the file contains column names and should not be treated as employee data when importing

– selection or saving of a mapping template – the assignment of eFOB fields to specific columns of the file (e.g. column A - First name, column B - Last name) and other import settings: unique identifier, omitting headers and date format in text fields are saved. This will facilitate subsequent imports from files with the same structure.

Import fieldsSome of the fields defining an employee can only accept predefined values ​​(for example, the gender field). Therefore, when importing from Excel, it is necessary to provide specific data. The list below contains all acceptable values ​​for specific fields (the value necessary to enter in Excel is given in brackets).​

Gender:

  • Male (small)
  • Woman (female)
  • Other (other)
  • Unspecified (unspecified)

Document type:

  • ID card (1)
  • Passport (2)
  • Driving license (3)
  • Other (4)

Marital status:

  • Bachelor (bachelor)
  • Miss (miss)
  • Married (married)
  • Married woman**
  • Widower (widower)
  • Widow (widow)
  • Divorced (divorced)
  • Divorced woman**

Country of birth:

  • Name of a European country (two-letter ISO 3166-1 alpha-2 code, e.g. PL, DE, FR; list: ISO 3166-1 alpha-2 - Wikipedia, the free encyclopedia)

Employers:

  • Employer's name (full name according to Dictionaries → Employers)

Agreement status:

  • Missing set of documents (Missing set of documents)
  • In preparation (In preparation)
  • To be checked (To be checked)
  • Sent (Sent)
  • Sent to eFOB (Sent to eFOB)

Country:

  • Name of a European country (two-letter ISO 3166-1 alpha-2 code, e.g. PL, DE, FR; list: ISO 3166-1 alpha-2 - Wikipedia, the free encyclopedia)

Degree of disability:

  • Significant (significant)
  • Moderate (moderate)
  • Light (light)

Certificate of no criminal record:

  • No information (No information)
  • Punishment (Punishment)
  • No criminal record (No criminal record)
  • Ma krk PL (Ma krk PL)
  • Ma krk EU (Ma krk EU)

Professional status:

  • Unemployed (Unemployed)
  • Willingness to change job (Willingness to change job)
  • Manual worker (** Manual worker**)
  • Student (Student)
  • Apprentice (Student)

Verification Status:

  • To be verified (To be verified)
  • Verified (Verified)
  • Working (Working)
  • To be improved (To be improved)
  • Shipped to FOB (Shipped to FOB)

Data verification​

After mapping is completed and “Continue” is clicked, the data from the file is verified. The results along with information about possible errors are displayed in a table.

Below the results table, there is a summary with the number of correct and incorrect records. When you click the "Import Employees" button, the system will add or update employee records that do not contain errors.

Supporting image

_Fig 4. Window with the results of file processing _

After successful import, a message will be displayed with a summary of the number of newly added or updated employees.

Supporting image

_Fig 5. Import summary _