> For the complete documentation index, see [llms.txt](https://docs.phocassoftware.com/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://docs.phocassoftware.com/budgets-and-forecasts/workforce-planning/create-a-workforce-plan/add-employees.md). # Add employees Manually add or import employee information into a workforce plan. While you can manually enter your employee information row by row, it's more efficient to import it. You can import a file that you exported from your payroll system or use the Phocas template file. {% hint style="success" %} If you're not familiar with the layout and contents of a typical workforce plan, see [Take a tour of Workforce Planning](/budgets-and-forecasts/workforce-planning/take-a-tour-of-workforce-planning.md). {% endhint %} ## Import employees There are two ways to import employee data: * **Use your own file:** Import an Excel file directly, such as one exported from your payroll system. During import, you need to map the columns in your file to the columns in your workforce plan. * **Use the Phocas template**: Download a template file with the workforce plan columns already set up. Then copy your data into it before importing.

Which method to use depends on how often you plan to import: * For frequent imports, download the **template** and set up the file to map data from your payroll system's output. You can then update and import data quickly on subsequent runs. * For occasional imports, such as once a year, either method works. **I have a file** is often quicker for one-off imports. Either way, you need to prepare the data first. ### Prepare the data #### Use your own file Export the file from your payroll system and save it to your computer. #### Use the Phocas template file 1. Open the workforce plan. 2. Click the **Plan** menu, then click **Import data** > **I need to download a template**. 3. Open the template and enable editing. 4. Enter or paste your employee data. See [Add employees manually](#add-employees-manually) for details about each column, then save and close the file.

Check the data: * **Use values, not formulas**: Formulas can cause issues on import. Convert formulas to values in Excel first with **Paste Special** > **Values**. * **Store dates as dates**: Ensure date columns are formatted as dates in Excel, rather than text. Excel date cells import automatically. Other date formats might produce regional-formatting errors. * **Use unique employee IDs**: The import tool won't import rows where the unique ID field contains duplicates. If your data uses a non-unique identifier, such as '*Sales Rep'*, create a unique ID for each employee. Combine the position and name, or add a sequential number. The unique ID must also be unique across every workforce plan you publish. See [Employee unique ID](/budgets-and-forecasts/workforce-planning/overview-of-workforce-planning/workforce-planning-foundations.md#employee-unique-id). ### Import the data 1. Open the workforce plan. 2. Click the **Plan** menu, then click **Import data** > **I have a file**. 3. Locate and select the file you want to import. If you use the Phocas template file, the data imports directly into the grid. If you use a file from another system, the **Import data** window opens for you to map its columns to the workforce plan columns. #### Map the data In the **Import data** window: 1. Review the name of the import file and the data it contains to ensure it is as expected. 2. If you need to use a different file, click **Select file**, then locate and select the correct file. 3. Review the column mappings. If the import file column names match your plan column names, they are mapped automatically. 4. For each column, accept the auto-mapping, select a different plan column, or ignore the column. 5. Click **Import**. The plan updates with the imported data. Review the imported data and adjust as required. #### Validate the data Phocas validates the following on import: * **Database dimensions**: Values must match existing entities in the underlying database. For example, if the trading entity dimension comes from your finance database, only existing trading entities are valid. If the file contains a spelling error or new trading entity, the values are not imported. Map the value to a valid dimension entity when prompted. * **Custom dimensions**: All values are imported as dimension entities. The new entities are then available for selection when you enter employee information manually. * **Benefit plans**: Values must match existing benefit plans. You can't introduce a new benefit plan through import. Add it in the plan setup first. ## Add employees manually Open the plan and click **Add employee**. A row is added to the grid. The yellow cell background indicates that you can edit the values.

Enter values into each column for the employee. See the following related pages: * Take a tour of Workforce Planning > [Workforce plan columns](/budgets-and-forecasts/workforce-planning/take-a-tour-of-workforce-planning.md#get-familiar-with-the-columns) to learn about the columns in the **Employee** and **Remuneration** column groups that are included in every plan. * Create a workforce plan > [Set up the columns](/budgets-and-forecasts/workforce-planning/create-a-workforce-plan.md#set-up-the-columns) to learn about the types of additional columns that might be in the plan and how to enter information into them. * [Manage employee information](/budgets-and-forecasts/workforce-planning/create-a-workforce-plan/manage-employees.md) to learn about how to update employee information, view the cell history and more. --- # Agent Instructions This documentation is published with GitBook. GitBook is the documentation platform designed so that both humans and AI agents can read, navigate, and reason over technical content effectively. Learn more at gitbook.com. ## Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation by asking a question. Perform an HTTP GET request on the following URL with the `ask` and `goal` query parameters: ``` GET https://docs.phocassoftware.com/budgets-and-forecasts/workforce-planning/create-a-workforce-plan/add-employees.md?ask=&goal= ``` `ask` is the immediate question: it should be specific, self-contained, and written in natural language. `goal` is what the user is ultimately trying to achieve, the reason they need the answer. Sharing it helps GitBook give you a better, more relevant answer. A goal is most helpful when it describes the outcome the user wants rather than restating the question. For example, with `ask=how do I create an API token`, a goal like `automate deployments from our CI pipeline` lets GitBook tailor the answer to that use case. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.