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Migrate your HR data to Nicoka HRIS

When you start with Nicoka HRIS, you can migrate your employees' information: personal data and professional data. This migration is carried out by the Nicoka team from the Excel files you send. This article explains how to prepare these files so that the migration goes smoothly.

Check and validate the data before sending it: Nicoka imports it as it is.

The file template

Ask your Nicoka project manager or the support team for the Excel template for employee data. It lists all the information Nicoka can import, with the expected column labels.

Rules for your files

  • One type of data per file, with a single tab: one file for employees, one for jobs, one for health insurance plans…
  • Column labels identical to Nicoka's, on the first row. For example, the job title column must be named like the job title field in Nicoka.
  • One piece of information per column: last name and first name in two separate columns, for example.
  • Addresses in three columns: street number and name, postcode, city. The region and department are calculated by Nicoka: no need to fill them in.
  • No merged cells and no formulas: values only.
  • Values matching their type: a date only contains a date (dd/mm/yyyy), an email only an email address, an amount only a number.
  • No empty rows or columns. If a piece of information is missing, leave the cell empty: do not write 0, N/A or "?".
  • No duplicates: each employee must appear only once.

These rules apply to every data import in Nicoka: see also Prerequisites for importing data into Nicoka.

Set up Nicoka before the migration

The values in your files must already exist in Nicoka. So first create your working hours, contract types, departments, locations, job titles… The articles listed at the bottom of this page will guide you.

Information to provide for each employee

In Nicoka, an employee record requires at least: first name, last name, communication language, company, hire date, contract type, job title and manager. Your configuration may make other fields mandatory.

For a complete migration, also provide:

  • the employee number;
  • the social security number;
  • the contract end date, for a fixed-term contract;
  • the working hours;
  • the work email, which is used as the login to Nicoka;
  • the user profile (administrator, manager, employee…), if the employee needs access to Nicoka.

Much more information can be imported: department, location, socio-professional category, coefficient… The file template gives the full list.

Custom fields

If you need information that Nicoka does not offer as standard, for instance shoe or clothing size, create custom fields before the migration. They can complete the personal or professional data.

  1. In the side menu, open Customizing > Store, then click Customize on the Resources card.
  2. In the Employee section, click Custom Fields.

Then add a column for each custom field in your file, with the same label.

Getting started with the HRIS

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