Bulk Upload Dependents

Last Updated: May 5, 2025

Overview:

The Bulk Upload feature allows you to add dependents for multiple employees in one go using a system-generated Excel template. This helps save time and reduce manual entry errors. Instead of entering dependents one by one through each employee's profile, you can prepare all data in a single file and import it into the system.

Step-by-Step Instructions

Step 1: Download or Make a Copy of the Template

• Click this link to access the bulk upload template.

Step 2: Fill Out the Template

Below is a breakdown of how each column in the template should be filled:

Column A: System ID

• Each employee has a unique System ID assigned by the system.
• You must use this ID instead of employee names.
• To find it:
  1. Go to the Reports module.
  2. Generate a custom report that includes employee information. (how to generate custom report?)
  3. The first column of this report is the System ID

    (Sample Report file)

4. Copy the System ID and paste it into the Dependent import file column A.                     

Note: If System ID 1 belongs to an employee, and that employee has three dependents, you must enter 1 in three separate rows. See attachment below.

Column B: Name

• Enter the full name of the dependent.
• Use consistent formatting (e.g., First Name + Last Name).

Example: One Employee with Multiple Dependents

? Notice how the same System ID is repeated in multiple rows to associate different dependents with the same employee.

Columns C, D, and E: Date of Birth, Nationality, and ID Number

• Date of Birth: Use format DD/MM/YYYY (e.g., 25/06/2015 )
• Nationality: The dependent’s nationality (e.g., Filipino, Malaysian, Singaporean)
• ID Number: Input the dependent’s identification/passport number. If not available, leave it blank.

Column F: Relationship

• Indicate the dependent's relationship to the employee (e.g., Spouse, Child, Mother)

Note: The relationship type must match an option in your system's Relationship dropdown. To verify or manage available relationships: 

1. Go to your Profile.
2. Navigate to the Profile tab > Dependents section.
3. Click Edit.
4. In the Relationship field, check the available options.
   
   

If a relationship type is missing:

1. Click Add New Relationship in the dropdown, 
   
   

  2. OR Follow this guide.

Step 3: Finalize Your File

Once you're done populating the data:

1. Delete instruction rows (Rows 2 to 7) in the template. These contain guidelines and sample values—don't include them in the final import. 
2. Click Save.
3. Close the file completely after saving. The system won’t allow import if the file is still open.

Step 4: Access the Import Page

• Open this URL in your browser:

  yourcompany.omnihr.co/new-import

  Replace yourcompany with your actual company name or company subdomain. 

Step 5: Begin the Import

1. After accessing the import page you will land on the New Import tab. 

2. Click Import and follow these 3 steps:      

• Step 1: In the dropdown, choose “Update Dependent”
• Step 2: Upload the Excel file you prepared
• Step 3: Click Import

Step 6: Check Import Results & Validation

• Once submitted, you’ll receive a confirmation email with validation results.
• There are two possible outcomes:
  1. ✅Success: All data is valid and dependents are added to the system.
  2. ❌  Error: Some records contain issues that need to be corrected. 

If there are validation errors:

• Download the error file from the email or the import page.
• Review the Validation column to see the cause of each issue (e.g.,  Invalid date format, Invalid value for Relationship).
• Correct the errors in the file.
• Remove all successful rows from the sheet and the Validation Column.
• Save and re-upload only the corrected rows.

Repeat Steps 3–6 until all data has been successfully uploaded. 

Quick Tips

• Always double-check date formats and dropdown values.
• Ensure there are no extra columns or renamed headers.

Related Articles (s):

• Generating Custom Reports
• Creating Field Options

Still Need Help?

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