When should I import employees via Excel?
If you need to create or update many employees, we recommend using Woba’s Excel template instead of managing each employee manually.
Before importing employees, your department structure should be set up so that employees can be linked to the correct departments.
The recommended order is:
Departments → Employees → Administrators
💡 Tip: If you already have employees created in Woba, we recommend exporting the existing employees and editing the export file instead of starting with an empty template.
Download the Excel template
Log in to Woba Suite
Go to Organization and Employees
Select Organization
Go to Employees
Click Import Employees
Download Woba’s Excel template
You can now fill in the template with your employee data.
Important: Do not delete columns or change the column headers in the original Excel template. Doing so may cause the import to fail.
Fill in the employee template
The Excel template contains the information Woba uses to create employees and place them correctly within your organization.
Employee ID*
Employee ID*
A unique ID used to identify the employee in Woba.
An Employee ID can only belong to one employee and is also used to connect the employee with, for example, an immediate manager.
Name*
Name*
The employee’s name.
This is the name that will be displayed for the employee in Woba.
This field is mandatory.
Department ID*
Department ID*
Specifies which department the employee should be linked to.
Enter the department’s Department ID. The department must be created in Woba before the employee can be linked to it.
This field is mandatory.
Email*
Email*
The employee’s email address.
The email address is used for, among other things, communication and invitations from Woba.
This field is mandatory.
Active (Yes/No)
Active (Yes/No)
Specifies whether the employee should be active or inactive.
Yes = active
No = inactive
If an employee should no longer be active in the organization, the employee can be deactivated without being deleted.
Language
Language
Specifies the employee’s default language in Woba.
Use an ISO 639-1 language code, for example:
dafor Danishenfor Englishnofor Norwegian
Immediate Manager ID
Immediate Manager ID
Used to specify the employee’s immediate manager.
Enter the manager’s Employee ID. The manager must be created as an employee in Woba before the relationship can be created.
Validate the Excel file before importing
We recommend validating the file before completing the final import.
The validation checks the file for errors so that you can correct them before the employee data is imported into Woba.
Go to Organization → Employees
Click Import
Select your completed Excel file
Enable Validation only
Click Validate
If Woba finds any errors, you can correct them in the Excel file and validate it again.
💡 Tip: Pay particular attention to Employee ID and Department ID, as these are used to place employees correctly within the organizational structure.
Import the employees
Once the file has been completed and validated:
Go to Organization → Employees
Click Import
Select your completed Excel file
Review your import settings
Click Upload
Woba will then create or update the employees based on the information in the Excel file.
If the import contains errors, Woba will display information about what needs to be corrected before the import can be completed.
Check the employees after importing
Once the import has been completed, we recommend checking the employee overview.
Check, among other things:
That the employees have been created
That the employees are linked to the correct departments
That active and inactive employees have the correct status
That the language settings are correct
That any manager relationships are correct
If anything needs to be changed, you can correct the information in the Excel file and import it again.
What is the next step?
Once the employees have been imported and placed correctly within the organization, you can continue by setting up the relevant administrator access.
Click here to go to administrator article.