Bulk Upload ID and Visa

Overview:

This guide helps you bulk upload ID and Visa records for multiple employees in Omni. It’s useful if you:

• Are onboarding many employees at once
• Need to update or replace ID or visa information for existing employees 
• Want to clean up or delete outdated ID and visa entries 

Instead of entering data manually for each employee, this bulk upload will save you time and effort.

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

This is where most of the work happens. Each column in the file has a specific purpose.

Note: All columns highlighted in purple are mandatory and must be filled in for the upload to work correctly. For Columns C to G (ID Country to Expiry Date), please be aware that any empty fields will still be imported—even if you delete the entire column from the template. The system treats missing or removed data as blank entries, which means it can overwrite any existing information in the employee's record with empty values. Always double-check your file before uploading to ensure you're not unintentionally deleting important data.

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 ID & Visa import file column A.      

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

Column B: Effective Date (Mandatory)

• This is the date when the ID or visa became active or valid. 
• Format: DD/MM/YYYY

Columns C: ID Country 

• The country that issued the ID or visa. 
• Example: Singapore, Philippines, Malaysia 
• Make sure the country name is spelled exactly as recognized by Omni. 

Column D: ID Type

• This refers to the type of ID or visa (e.g., Passport, Work Permit, Dependent Pass).

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

1. Go to your Profile.
2. Navigate to the Profile tab > ID & visa section
3. Click View Change History.

4. Click Edit icon

5. In the ID Type, check the available options.

Note: If an ID type is missing:

1. Click Add New ID Type 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 6) 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:

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 ID & Visa”
• 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 the data 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 for Effective date, Missing required value for System ID).
• 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

• Use System ID instead of employee names, ensure all required fields (in purple) are filled, and double-check that ID types exist in the system before uploading. Add new types if needed. 
• Delete instructional rows (2–6), save and close the file before uploading, then check your email for validation results. Fix errors, remove successful rows, and re-import only the failed ones. 
• Double-check date formats and dropdown values, and ensure there are no extra columns or renamed headers in the template. 

Related Articles (s):

• Generating Custom Reports
• Creating Field Options

Still Need Help?

Reach out to our support team should you need further assistance.