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Employee synchronization

How do I import and synchronize employees from files and payroll systems?

When a file has been prepared with the necessary employee data, either from a spreadsheet or a payroll system, it can be uploaded to CleanManager.

NOTE:

If you have not prepared your data, you can read more about how to prepare your employee data for import in this article: Set up employee data for file import

 

 

You can now begin to import your employees in a synchronized process: 

 

 

 

 

Start the synchronization of an employee

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In the menu, go to Employees > Employee list
 

Afterward, click on Synchronization

A new window will open, where you can start importing/synchronizing your data

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Note:

Is the option to click on Synchronization not available?

If so, you have yet to establish your employee synchronization.

For more information about this, go to the article: Set up employee data for file import

 

 

 

Import employee data (only for file import)

If you need to synchronize your employees with a file import, you must first select a file and a file type from the payroll system you need to synchronize from.

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Click on Select a file and choose the file with the employee data that should be synchronized
 
You can also drag your file into the window and let it go in the red field

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Click on the dropdown menu to select the file type that you are importing
 
Please select the CleanManager Format

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Click on Submit to import your files

 
You can now begin synchronizing your employee data
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Setup of an employee/partner

If an employee only exists in the imported file, you can set up a partner in CleanManager. The employee's data will then be imported.

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Click on Create partner to create the employee in CleanManager

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Create the employee with an employee number in CleanManager 
 
End by clicking on Submit

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NOTE:

In most cases, you would keep the same employee number as in the system the data is imported from.

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The employee will now be created in the opposite system and at the same time a synchronization connection will be set up

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NOTE:

If you cannot see the newly imported employee, then update/refresh the page in your employee list to see your new employee data.

If conflicts arise, go to this section:
Synchronization conflicts /correction of employee data

 

 

 

 

Setup of all employees/partners

When you start using CleanManager, you can import all your employees at once from the same file. 

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Click on Create partners to set up all new employees in the opposite system

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Enter the employee numbers or import the employees with their existing employee number
 
Click on Submit to confirm the synchronization of employees

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The employees are now setup and the synchronization has been established

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NOTE:

If you cannot see the newly imported employee, then update/refresh the page in your employee list to see your new employee data.

If conflicts arise, go to this section:
Synchronization conflicts /correction of employee data

 

 

 

 

Choose a partner for an employee

If an employee exists in both CleanManager and the imported file, you can pair them up as partners.

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Click on Select partner on e.g. an employee in CleanManager

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Thereafter, click on Select as partner for the corresponding employee in the file import

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The synchronization is now complete
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NOTE:

If conflicts arise during synchronization, read this section: Synchronization conflicts/correction of employee data

 

 

Synchronization conflicts /correction of employee data

A conflict can arise when employees are partnered up if their data does not match. This conflict must be addressed in order to save the right data. In some cases, the conflicts must be resolved immediately, but they can also arise occasionally if data has been changed in either of the systems. 

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Click on Resolve conflict 

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Resolve the conflict for the data that does not match between the two systems
 
Select which of the data you want to save (it will be highlighted blue)
 
End by clicking on Submit

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The synchronization is now set up
 
When the connection is established, the employee will be moved down the list to the section Synchronized
 
(You can always stop the synchronization and then start it again )
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Deactivation of synchronization for an employee

If an employee is supposed to only exist e.g. in your payroll system, or you do not want to import the employee, you are able to exclude those employees from synchronization.

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Click on Don't synchronize

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The synchronization of the employee is now deactivated

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