Administrators can create profiles for new employees into their company.
It is possible to do so in bulk import of new users by uploading a special MS Excel file (in this manual) or one by one by creating new profiles.
You can import welcome notifications in bulk (in this manual) or send welcome notifications individually.
Please note that only employees with special permissions can use this functionality.
Import new employees
Step 1 – Organization
Click on Organization and select Employees.
Step 2 – Go to import
Click on the three dots and select Import employees.
Step 3 – Import
If you have access to add employees in more than one company, you must add employees individually for each one of the companies – select a Company.
1.Select New employees
2.Download the template by clicking on the button.
Step 4 – Fill in the template
Open the downloaded file in your PC. Click Enable changes. You must fill in the (red) fields:
- Personal number – a unique code that represents the employee within a company.
- First name
- Last name
- E-mail – the e-mail must be unique within the whole HERON.
- Language – (if empty, default language is assigned automatically).
- Access from – a mandatory field – dd.mm.yyyy format of date.
- Employment type – a mandatory field, use the import codes.
- Employment number – usually, the employment number is 1 for the main employment.
- Employment name – for example, the name of the position.
- Employment start
- Expected end date – an informative field, if left blank, default setting is an indefinite period.
- Employment end – if left blank, the default setting is indefinite period.
- Attendance calendar – write down the calendar code – import codes are in the second tab in the excel sheet. If left blank, no calendar is assigned to the employee.
- Weekly fund
- Attendance worktime type
- Attendance schedule type
- Attendance group – write down the group code – import codes are in the second tab in the excel sheet. If left blank, no group is assigned to the employee.
- Team – the team leader is a person who will approve employee’s attendance.
Save the file in your PC.
Step 5 – Upload template
Go to HERON.
Click Choose file button.
Select the file from your PC.
Please be aware you cannot upload files with 0 size. If the file is blank, it will trigger an error.
After you uploaded a file, click Import.
Step 6 – How to solve errors
If there is a pop-up window “Import failed”, the file is not imported.
Click Download error file.
Check last columns. You will get an information specifying the incorrect data – for example, some mandatory fields are not filled in, a duplicate personal number / e-mail etc.
For example, if a mandatory field is not filled in, click on Import codes and copy the correct code.
If the data you inserted is correct, check for any typos & make sure there are no additional blank spaces at the beginning or ends of words.
Now, import the file once again.
Step 7 – Import successful
If there is a pop-up window “Employees have been successfully imported” with the count, the file is uploaded into HERON.
After that, send a welcome notification to new employees – without it, they cannot log in.
Import changes / Welcome notification
Step 1 – Organization
Click on Organization and select Employees.
Step 2 – Go to import
Click on the three dots and select Import employees.
Step 3 – Update current employees
If you have access to add employees in more than one company, you must add employees individually for each one of the companies – select a Company.
1.Select Update current empl.
2.Download the template by clicking on the button.
Step 4 – Fill in the template
Open the downloaded file in your PC. Click Enable changes.
Fill in the excel template. You must fill in those fields in red:
- The personal number of an employee – it is necessary in order to assign the change to the correct employee.
- Employment number – usually, the employment number is 1 for the main employment.
- If you want to Send a welcome notification – Insert the date & time of sending a welcome notification.
Three general rules for all other fields:
- Change data – type in numbers or words – it will overwrite the old data.
- Keep the old data – leave the cell blank, no changes will be made.
Save the file in your PC.
Step 5 – Upload template
Open HERON.
Click Choose file button.
Select the file from your PC.
Please be aware you cannot upload files with 0 size. If the file is blank, it will trigger an error.
After you uploaded a file, click Import.
Step 6 – How to solve errors
If there is a pop-up window “Import failed”, the file is not imported.
Click Download error file.
Check last columns. You will get an information specifying the incorrect data – for example, a missing personal number / employment number, an incorrect date format etc.
For example, if a mandatory field is not filled in, click on Import codes tab and copy the correct code.
If the data you inserted is correct, check for any typos & make sure there are no additional blank spaces at the beginning or ends of words.
Now, import the file once again.
Step 7 – Import successful
If there is a pop-up window “Employees have been successfully imported” with the count, the file is uploaded into HERON.