Embedded Files
The Bulk Upload Employee feature in Transpomate allows administrators to upload multiple employees at once using a CSV file, rather than manually adding them one by one. This feature is designed to improve efficiency and reduce errors when onboarding a large number of employees.
📌 Limitations: The admin can upload a maximum of 1000 employees in one CSV file.
1.1: Steps to Upload Employees
1.1: Steps to Upload Employees
Step 1: Accessing the Upload Section
Step 1: Accessing the Upload Section
Upload Employees Sidebar Icon
Upload Employees Sidebar Icon
An admin can navigate to the Upload Employees page by the sidebar icon highlighted on the image.
Upon hovering over the icon, a tool-tip will be displayed to the admin as Upload Employees.
Step 2: Downloading the Sample File
Step 2: Downloading the Sample File
Click on the Upload Employee button.
A pop-up window will appear with an option to Download Sample File Format.
Click Download Sample File Format to get a pre-formatted CSV template.
The template includes the following mandatory columns:
📌 Need more clarity on UPN and Email?
Click here to learn more about UPN and Email in the FAQ section
Instructions for Adding or Updating Employee Records
Instructions for Adding or Updating Employee Records
General Guidelines
Ensure the uploaded file contains no more than 1000 employee records.
All mandatory fields must be filled. Records with missing mandatory data will be rejected.
Each employee must have unique values for:
Employee ID
Mobile Number
Email (if provided)
Username (UPN)
Field-Specific Instructions
Employee ID
Must be a non-empty string.
Must be unique.
Error: “Cannot add/update employee. An employee with entered employee ID already exists.”
First Name & Last Name
Must be non-empty strings.
Only alphabetic characters are allowed.
Mobile Number
Must be non-empty.
Format: +94XXXXXXXXXX (11 numeric digits after +94).
Must be unique.
Error: “Cannot add/update employee. An employee with entered mobile number already exists.”
Address
Must be non-empty.
Can include text, numbers, dates, times, and postal codes.
Language
Must be non-empty.
Accepted values: English or Sinhala.
Department
Must be non-empty.
Provide the Department Code or ID as listed in the application.
Must match an existing department in the system.
Error: “Cannot add/update employee. Department with ID DD012 is not available.”
Cost Center
Must be non-empty.
Provide the Cost Center Code or ID as listed in the application.
Must match an existing cost center in the system.
Error: “Cannot add/update employee. Cost Center with ID CC1029 is not available.”
UPN (Username)
Must be non-empty.
Must include @, ., and com.
Must be unique.
Error: “Cannot add/update employee. An employee with entered username already exists.”
Email
Optional field.
If provided, must include @, ., and com.
Must be unique.
Error: “Cannot add/update employee. An employee with entered email already exists.”
Additional Role
Optional field.
Enter only one role.
If multiple roles are entered, only the first one will be considered.
Accepted roles:
Admin
Supervisor
Manager
Logistic Manager
Transport Coordinator
📌 Important:
Department & Cost Center must already exist in the system before uploading employee data.
Must include the ID's of the Department and Cost Center's.
Step 3: Uploading the Employee CSV File
Step 3: Uploading the Employee CSV File
Click Upload Employee Data
A pop-up will appear with options to:
Drag and drop the CSV file.
Choose a file from the device.
Navigate back to the Download Sample File Format section
Once the file is uploaded, a loader icon will appear until it is saved in the system.
If the uploaded file is not a CSV file, an error toast “Invalid file format” will be displayed.
If the upload is successful, the No. of Employees Uploaded and Status fields will update accordingly.
If the upload fails, the Info (‘i’) icon in the Actions column on the View Upload Employees page becomes enabled, allowing the admin to review errors.
The admin can re-upload the file after fixing the errors mentioned.
After uploading the employee list, invitation emails will be sent to all the email addresses specified in the uploaded file.
After uploading the employee list, invitation emails will be sent to all the email addresses specified in the uploaded file.
📌 User Activation: Not all employees added to the system can immediately access Transpomate. They must log in using the invitation link to become an active user (Learn more about user management). Once activated, employees can access the system based on their assigned roles.
1.3: Best Practices:
Double-check that the Employee ID, First Name, Last Name, and Mobile Number are correctly entered.
Ensure the Email Address is valid and includes the correct tenant domain.
Ensure the Mobile Number and Email Address are up-to-date, as they will receive the invitation email for accessing Transpomate.
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