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

• Import employee data (only for file imports)

• Setup of an employee/partner

• Setup of all employees/partners

• Choose a partner for an employee

• Synchronization conflicts/correction of employee data

• Deactivation of synchronization for employees

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Start the synchronization of an employee

	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
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

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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.

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

	Click on Create partner to create the employee in CleanManager
	Create the employee with an employee number in CleanManager
	End by clicking on Submit
NOTE: In most cases, you would keep the same employee number as in the system the data is imported from.
	The employee will now be created in the opposite system and at the same time a synchronization connection will be set up
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

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Setup of all employees/partners

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

	Click on Create partners to set up all new employees in the opposite system
	Enter the employee numbers or import the employees with their existing employee number
	Click on Submit to confirm the synchronization of employees
	The employees are now setup and the synchronization has been established

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

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Choose a partner for an employee

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

	Click on Select partner on e.g. an employee in CleanManager
	Thereafter, click on Select as partner for the corresponding employee in the file import
	The synchronization is now complete

 

NOTE:

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

 

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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. 

	Click on Resolve conflict
	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
	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.

	Click on Don't synchronize
	The synchronization of the employee is now deactivated