User Admin in JustLogin includes two ways to add or update employee records in bulk — Bulk Import and Enhanced Bulk Import. Instead of entering each employee's details one at a time, you upload a prepared file to create or update multiple records at once. This article explains how each option works, how to complete the upload, and what each column in the Enhanced Bulk Import template means.
Understanding Your Options
Bulk Import
Upload employee information section by section using separate templates. Available sections depend on your subscribed modules.
Upload employee information section by section using separate templates. Available sections depend on your subscribed modules.
Enhanced Bulk Import
Upload employee information across multiple modules using one Excel file with color-coded sections and a guidance row.
Upload employee information across multiple modules using one Excel file with color-coded sections and a guidance row.
Note: The Enhanced Bulk Import tab is available only to eligible companies in Singapore, Malaysia, Hong Kong, and Myanmar. If your company is registered in another country, this tab may not appear in your account. |
Both options share the following:
- Minimum required fields: When creating a new employee record, you must complete at least: Username, Full Name, Email Address, and Join Date.
- Error reporting: If the system finds errors in your file, you can download an Excel error file, correct your original file, and upload it again.
Prerequisites and Requirements
Before starting a bulk import, confirm you meet all of the following:
- Super Admin access: Only the Super Admin can access User Admin and perform bulk imports.
- Sufficient user licences: Your company must have enough licenses for the employees you are adding. The system will not let you exceed your available licences.
How to Access the Bulk Import Page
- Log in to JustLogin using your Super Admin account.
- On the left panel, click the dropdown arrow beside your profile or name.
- Select User Admin.
- Locate the Bulk Import and Enhanced Bulk Import tabs.
- Select the option you want to use.
How to Use Bulk Import
Bulk Import requires you to complete and upload each section separately.
Step 1: Download the Template
Select the module you want to update.
- Download Blank Template: Use this to create new employee records.
- Download Existing Records: Use this to update existing employee information.
Step 2: Complete the CSV File
Open the downloaded file and enter the required information under the appropriate column headings.
Step 3: Upload the File
- Return to the relevant Bulk Import section.
- Drag and drop your completed CSV file into the upload area, or browse to select it from your computer.
- Click Import.
- Review the confirmation page and check that the displayed columns are correct.
- You will see a window asking "Are you sure you want to submit import details now?" Click YES.
Step 4: Check the Upload Result
- Successful upload: A green "Well done" message confirms the upload was successful.
- Upload errors: If errors occur, download the Excel error file, correct your original CSV file, and upload it again.
Repeat the upload process for each section that requires updating.
How to Use Enhanced Bulk Import
Enhanced Bulk Import lets you manage employee information for multiple modules in one Excel file.
Step 1: Download the Template
Go to the Enhanced Bulk Import tab and choose one of the following:
- Download Blank Template: Use this to create new employee records.
- Download Existing Records: Use this to update existing employee information.
Step 2: Understand the Colour-Coded Sections
The template uses different colours to identify each module's section.
A guidance row is also included to explain what each column in line number 2.
Step 3: Complete the Excel File
Enter the employee information in the relevant sections. You do not need to complete every section if it does not apply to your company or the employees you are managing. However, make sure all required fields are completed and follow the instructions in the template. Refer to the Understanding the Enhanced Bulk Import Columns section below for field-level guidance.
Step 4: Upload and Confirm the File
- Drag and drop the completed Excel file into the upload area, or browse to select it from your computer.
- Click Import.
You will see a window asking "Are you sure you want to submit import details now?" Click YES.
Important: Do not add, remove, rename, or rearrange any columns from the original downloaded template. Changes to the column structure may cause the import to fail. |
Step 5: Check the Upload Result
- Successful upload: A green "Done" message confirms the upload completed successfully.
- Upload errors: If errors occur, download the error file, review the flagged records or fields, correct your original Excel file, and upload it again.
Repeat these steps until the upload is successful.
Understanding the Enhanced Bulk Import Columns
The sections below explain the columns you may see in the Enhanced Bulk Import template. The exact fields available depend on your company's subscribed modules and country settings. Always refer to the downloaded template as the definitive reference for your account.
Basic Details
| Column | Explanation |
|---|---|
| Username | The employee's unique login name for the JustLogin website and mobile app. Avoid spaces and unsupported special characters. |
| Full Name | The employee's full name. |
| Email Address | A valid, active work or personal email address. |
| Password | The employee's initial login password. The default requirement is at least eight characters, including an uppercase letter, a lowercase letter, a number, and a symbol. Advise employees to change this at their first login. |
| Join Date | The employee's employment start date. Use DD/MM/YYYY. |
| Date of Birth | The employee's date of birth. Use DD/MM/YYYY. |
| Module User Columns | Indicate whether the employee uses the relevant module. Enter Y if applicable or N if not. These fields do not grant administrative privileges. |
| Employee ID | The employee's staff or identification number, if used by your company. |
| Department | The employee's department. Depending on your system's configuration, a department entered during upload may be created automatically if it does not already exist. |
| Designation Name | The employee's job title or position, such as Manager or HR Associate. |
| Designation Code | The code assigned to the designation. Use a consistent naming convention. |
| Supervisor | Enter the supervisor's username, not their full name. The username must match an existing record in the system. |
| Confirmation Date | The date the employee is confirmed after their probation period, where applicable. |
| Cessation Date | The employee's employment end date, typically for employees who have resigned or left the company. |
| Gender | Enter a value accepted by the template. |
| Marital Status | Enter the marital status using the options or format specified in the template. |
Leave Details
| Column | Explanation |
|---|---|
| Entitlement | The employee's full annual leave entitlement for the relevant leave year. Enter the full entitlement even if the employee has already used some leave during the year. |
| As At Date | The date from which the entitlement or balance applies. This is typically the start of the leave year, or the employee's join date for mid-year starters, depending on your configuration. |
| Opening Balance | Leave carried forward from the previous year, if permitted by your leave policy. For example, 14 days' entitlement plus 6 days' opening balance gives a total of 20 days before deductions. |
| Leave Grade | Enter the exact name of the leave grade assigned to the employee, as it is configured in the system. |
| LBF | Leave blank unless the template instructions specify otherwise. |
| LBFFF | Leave blank unless the template instructions specify otherwise. |
| Work Week | Enter the exact name of the configured work week as it appears in your account — for example, Normal. |
| Working on PH | Enter Y if the employee works on public holidays, or N if they do not. |
Leave entitlement, opening balance, and carry-forward treatment depend on your company's leave policy and system configuration. Confirm the relevant settings before uploading.
Childcare Leave Details (Singapore accounts only)
The following fields apply to eligible Singapore accounts and employees, subject to the relevant childcare leave rules.
| Column | Explanation |
|---|---|
| Child Name | Enter the child's name. |
| Child's Date of Birth | Enter the child's date of birth using the required date format. |
| Leave Start Year | Enter the year the employee starts using childcare leave, according to the employee's eligibility and the applicable rules. |
| Is the Child Singaporean? | Enter Y if the child is a Singapore citizen or N if not. This helps determine the applicable childcare leave category, subject to eligibility requirements. |
Payroll Details — Singapore
Payroll columns differ by country. Always refer to the downloaded template for the fields available to your account.
| Column | Explanation |
|---|---|
| NRIC or FIN | The employee's Singapore identification number or Foreign Identification Number, as applicable. |
| Race | Enter the employee's race using the available options. |
| Religion | Enter the employee's religion if required by the template or your company's setup. |
| Residency | Select the applicable status — for example, Citizen, PR, or Foreigner. This can affect statutory contribution calculations. |
| PR Start Date | For a Singapore Permanent Resident, enter the applicable PR start date if required. |
| PR End Date | For a Singapore Permanent Resident, enter the applicable PR end date if required. |
| Basic Pay | Enter the employee's basic salary, excluding allowances and other additional payments. |
| Pay Scheme | Select the applicable pay frequency — for example, Monthly or Fortnightly. |
| Pay Mode | Select the payment method — for example, bank transfer, cheque, or cash. |
| Payslip PIN | Enter the initial PIN used to protect payslip access. Follow your company's security practices and the system's requirements. |
| Bank Code | Enter the correct bank code. For Singapore banks, this is generally a four-digit code — verify it against the bank details and template instructions. |
| Account Number | Enter the employee's bank account number. Follow the template's formatting requirements and avoid unnecessary spaces or separators. |
| Nationality | Enter the employee's nationality if required. |
| Country | Enter the applicable country information. |
| Postal Code | Enter the employee's postal code. |
| Address 1 | Enter the first line of the employee's address. |
| Address 2 | Enter the second line of the address, if applicable. |
| CPF Submission Number — Mandatory Contribution | Enter the relevant CPF submission number for mandatory contributions, if required by the template. |
| CPF Submission Number — Voluntary Contribution | Enter the relevant CPF submission number for voluntary contributions, if required by the template. |
Payroll Details — Malaysia
Malaysia payroll fields differ from Singapore payroll fields because statutory contribution and tax requirements vary between countries.
| Column | Explanation |
|---|---|
| Tax Residency | Select the applicable tax residency option available in the template. |
| Tax Category | Select the applicable category — options may include Normal, Returning Expert Programme, or Knowledge Worker, depending on the template and the employee's circumstances. |
| TIN Number | Enter the employee's Tax Identification Number, where applicable. |
| PCB Borne by Employer | Select Yes if the employer pays the employee's PCB on their behalf, or No if the employee bears it. |
| Employee Disability | Indicate whether the employee has a disability, using the options provided. |
| Spouse Disability | Indicate whether the employee's spouse has a disability, if applicable. |
| Tax Marital Status | Select the applicable marital status. Options may distinguish between single employees with or without children and married employees with working or non-working spouses. |
| SOCSO Category | Select the applicable SOCSO category from the available options. |
| Employee EPF Rate | Enter the employee's EPF contribution rate (for example, 11). Confirm the employee's eligibility and contribution arrangement before entering a rate. |
| Employee EPF Additional Rate | Enter an additional employee EPF contribution rate if applicable; otherwise follow the template's instructions. |
| Employer EPF Additional Rate | Enter an additional employer EPF contribution rate if applicable. |
| EPF Number | Enter the employee's EPF registration number. |
| SSFW Number | Enter the Social Security for Foreign Workers number, where applicable. |
| EPF Registered Before 1998 | Indicate Yes or No according to the employee's EPF registration history and the template's instructions. |
Payroll fields also differ for Hong Kong and Myanmar. Always use the country-specific template provided by the system and verify all statutory information before uploading.
Attendance Details
| Column | Explanation |
|---|---|
| Employee Type | Enter 1 for Executive or 0 for Non-Executive. |
| Allow Edit | Enter Y if the employee can edit their own attendance records via the website, or N if they cannot. |
| Public Holiday Policy | Enter Y, N, or O — see the options table below. |
| PIN | Enter a four- or five-digit PIN for employees who use the JustLogin Kiosk. This may not be required for employees who record attendance via their own device or the website. |
| OT Formula | Enter the applicable overtime formula value — see the options table below. |
| Weekly Hours | Enter the minimum weekly working hours before overtime is calculated. Applies only when OT Formula 3 is selected. |
Public Holiday Policy options:
| Value | Behaviour |
|---|---|
Y | The public holiday is treated as a normal working day, subject to your attendance and payroll configuration. |
N | The public holiday is a non-working day. If the employee works, payment arrangements depend on your configuration and applicable rules. |
O | The public holiday is a non-working day. If the employee works, time off in lieu may apply instead of additional payment, subject to your configuration. |
OT Formula options:
| Value | Formula | How it works |
|---|---|---|
0 | No Overtime | Overtime is not calculated using an overtime formula. |
1 | End Time | Overtime is calculated based on the configured end-time method. |
2 | Standard Time | The calculation considers standard working hours and break time. |
3 | Weekly Overtime | Overtime is calculated based on a weekly working-hours threshold. Enter the required threshold in the Weekly Hours field. |
Expense Details
| Column | Explanation |
|---|---|
| Expense Role | Select the appropriate role for the employee — see the role options below. |
| Expense Approving Officers | Enter the approving officers if required. You can leave this blank and assign approving officers in the system after uploading, where supported. |
| Expense Forwarding Officers | Enter the forwarding officers if required. You can leave this blank and assign forwarding officers in the system after uploading, where supported. |
Expense Role options:
| Role | What the employee can do |
|---|---|
| Submitter | Can submit their own expense claims. Does not provide approval or administrative privileges. |
| Approver | Can submit their own claims and approve assigned claims, subject to the configured approval workflow. |
| Expense Admin | Has administrative access to the Expense module, including configuration, claims, reports, approvals, and reimbursements, subject to system permissions. |
| Super Admin | Has broad system access, subject to the account's permissions and system controls. |
Pre-Upload Checklist
Before uploading your file, run through the following checklist:
- You are logged in as the Super Admin.
- Your company has enough user licences for the employees you want to add.
- You are using the correct file format: CSV for Bulk Import, XLSX for Enhanced Bulk Import.
- All mandatory fields are completed.
- Every username is unique, including usernames that previously belonged to deactivated users.
- Dates are entered in DD/MM/YYYY format (unless your template specifies otherwise).
- Country-specific payroll values are correct for your account's location.
- The original template's column headings and structure are unchanged.
- You have reviewed the confirmation page before clicking Submit.
- After submission, you have checked the result message and resolved any errors before re-uploading.