Import Employees into Encompass Using the Excel Template

Purpose

This article provides step-by-step instructions for importing new employees or updating existing employee information in Encompass without manual data entry. The process involves accessing Settings > Drivers > Import Existing Employees, downloading and completing the provided Excel template, and ensuring all required fields match existing Encompass Settings for Job Classes, Employment Statuses, and License Classes. Users then select the Company Level, upload the file, optionally enable the Overwrite All Fields feature, and provide an email for import completion notifications. A preview of the data is shown before finalizing the import, after which the updated Roster will reflect the new or modified Employee Records.

When to Use This Article

• A user needs to add multiple employees to Encompass at once
• A user wants to update existing employee information in bulk via spreadsheet import
• A user needs help with the Import Existing Employees tool or Excel template
• A user asks about the Overwrite All Fields toggle during import

Steps to Follow

1. Go to Settings > Drivers and locate the Company Info section. Select Import Existing Employees.

2. Download and complete the Employee Excel Template linked in the Import Employee tool. Fill out all required fields at minimum.

Important: Ensure your Job Classes, Employment Statuses, and License Classes are already set up in Encompass Settings. Values in the import template must exactly match what is configured in Encompass.

3. Select a Company Level to import the employees into.
4. Upload your completed spreadsheet using the upload tool.

Note: When Overwrite All Fields is toggled on, any data in the spreadsheet will override information currently in Encompass for employees who already exist in the system.

5. Enter an email address for import completion notification.

6. Click Upload & Preview Import File.

7. Review the data preview, then click Import Uploaded File.

8. The designated email will receive a message when the import completes. Newly added employees will appear in the rosters.

What Not to Do / Common Pitfalls

• Do not leave required fields blank in the Excel template — the import will fail or produce incomplete records.
• Do not enter values that do not exactly match your Encompass Settings for Job Classes, Employment Statuses, and License Classes — mismatches will cause errors.
• Do not enable Overwrite All Fields unless you intentionally want to replace existing employee data — this will overwrite current Encompass records for re-imported employees.
• Do not skip the Preview step — always review the data before clicking Import Uploaded File.

Escalation Path

• If the import fails or produces errors, verify that the template values match Encompass Settings exactly. If issues persist, escalate to Encompass product support.
• If the completion email is not received, check the email address entered and verify the import status in Encompass.