Importing your data
Bring people, history, pay, balances and leave in from BambooHR, Personio, Factorial, HiBob, Shireburn, Talexio, Buddy HR or a spreadsheet, and undo if needed.
HR runs an import from Company > Import data. You connect the system you use today, or upload its export, and see every change before anything is saved. Each import can be undone.
| Source | How it comes in | Guide |
|---|---|---|
| BambooHR | Live, with an API key | BambooHR |
| Personio | Live, with an API credential (Core Pro plan) | Personio |
| Factorial | Live, with an API key | Factorial |
| HiBob | The people export from Bob | HiBob |
| Shireburn Indigo | The Indigo employee export and leave reports | Shireburn Indigo |
| Talexio | People and leave reports | Talexio |
| Buddy HR | The employee and payroll export | Buddy HR |
| Any spreadsheet | CSV or Excel, with the columns matched on screen | A spreadsheet |
What comes across
Section titled “What comes across”- People: names, contact details, address, ID and tax numbers, bank details, hire and leaving dates.
- Job, employment status and pay, as history rows with their dates.
- Emergency contacts.
- Leave balances, as an opening balance on the date the source gives.
- Leave already taken or booked, as history you and the employee can see. It isn’t deducted again.
- Who reports to whom.
Documents are listed in the review but not copied yet. Keep them in the old system, or download them from there.
The four steps
Section titled “The four steps”- Connect or upload. A key is stored encrypted with your company’s own key and is only used to read. A file stays encrypted in your company’s database and is deleted 30 days after the import ends.
- Match the columns (files only). The known exports match themselves. For anything else you pick which column is which, and you can save the choice, so the next file with the same columns matches itself.
- Review. Every person is marked new, changed, no change, to decide, or can’t import, with each field that would change. ID numbers, bank details and health fields show as hidden. You also choose which of your leave types each source type becomes.
- Import. It runs in the background. You can leave the page, and you get an email when it’s done.
How people are matched
Section titled “How people are matched”- Work email first. A record with the same work email as someone here is that person.
- A record imported before from the same source is that person again, even if their email changed since.
- Without an email, the employee number, but only when the surname agrees.
- Without either, the name, but only when exactly one person here has it and the birth dates don’t disagree.
Anything else is marked to decide, with buttons to say who it is or that it’s someone new. Two people with the same name are never guessed at.
People who are already here
Section titled “People who are already here”By default an import only fills in what is empty here, so nothing you’ve entered is replaced. You can switch to replacing values that differ, which suits a re-sync while the old system is still the one people update. An employee number that already belongs to someone else here is left out for that person, and the review says so.
The report at the end has Undo this import. It removes the people the import added, puts back the values it changed, and takes out the balances it set. It keeps anyone who has signed in or booked leave since, and anything someone changed again after the import.
Running both systems in parallel
Section titled “Running both systems in parallel”A live connection can sync every night until a date you choose, the last day of your trial. Each nightly sync is its own import with its own undo. It applies on its own when there’s nothing to decide, and waits for you on the Import data screen when there is.
Leaving
Section titled “Leaving”Take your data with you on the same screen downloads everything in the shape this import reads, as one Excel workbook or a zip of CSV files. Another system can read it as plain CSV, and another Squadra HR company imports it with no mapping. ID numbers, bank details, health fields and pay are left out unless you tick them, and every download is recorded in the activity log.
Who can import
Section titled “Who can import”HR admins only. Every import, approval, undo and connection change is in the activity log with who did it. The log records what was done, never the values.