Import / Export Excel

Export data from several modules into one file, edit it and import it back with a preview step; import initial data when you start using the app.

For: Administrators, HR

Open Import / Export.

Export data

1. Tick the modules to export (employees, departments, positions, shifts, shift assignments, attendance, salary grades, formulas, variables, payroll, leave types, leave balances). Leave all unticked = export everything.
2. Click Select & Export. The Excel file has one sheet per module; the first column is Command.

Text columns (phone, ID card number (CCCD), bank account, etc.) are formatted as Text, so leading zeros are kept.

Download the template (first-time import)

A new company has no data to export as a sample: click Download template in the Import Data panel.

• One sheet per data type, with only a header row containing exactly the importable columns.
• The last sheet, Instructions, lists each column: required or not, an example and notes (date format dd/MM/yyyy, time HH:mm, where to find reference codes, etc.). The file opens on this sheet.
• Fill in from row 2 and write MERGE in the Command column for each row to import. For new employees leave Employee code empty and the system assigns one from the company code; if you enter one yourself it must start with the company code (company TH → TH0123), and the email must use the company email domain — otherwise the preview reports an error on that row.
• You can fill in departments and the employees in them in the same file: the preview understands that the department will be created first.

The Contracts screen and Company settings → Work calendar (holidays) also have their own Download template button next to Import Excel.

Import data

1. Open the exported (or template) file and edit / add rows. In the Command column write CREATE (add), UPDATE (edit), MERGE (add or update by code) or DELETE (remove). Rows with an empty Command cell are skipped.
2. In the Import Data panel, choose the .xlsx file.
3. BossKin shows a row-by-row preview: new, updated (old value → new value), deleted, warnings, errors.
4. Review, then confirm. Download the result file to see error rows, fix them and import again — importing the same file again does not create duplicates.

The preview shows only rows that changed: importing the file you just exported reports that nothing changed. A file exported in the English UI or the Vietnamese UI can be imported back either way.

The import order is automatic, based on dependencies: departments → positions → salary grades → shifts → leave types → variables → formulas → employees → leave balances → shift assignments → attendance → payroll.

Note: Employee accounts created from Excel get random passwords. After importing, go to Roles → User → Export temporary passwords to get the password file to hand out to employees.

The History section at the bottom of the page records exports / imports, filterable by type, module and date.

Other screens (Employees, Contracts, Shifts, Attendance, Holidays, etc.) also have their own Export Excel / Import Excel buttons that work the same way: you always get a preview before importing.