Upload employee contacts to WFM using Integration Central

Follow this guide to upload employee emergency and next-of-kin contact records in bulk to Humanforce WFM using the Integration Central file import tool. This supports efficient, accurate management of employee contact information across multiple locations or departments.

This task is designed for organisations managing contact details at scale and ensures employee records remain current in the event of emergencies.

If you're not familiar with the Integration Central file import feature, then please ensure to read Configure and run file import tasks in Integration Central before you continue.

Part 1: Prepare the employee contacts file

1. Go to Management > Advanced > Integration Central > Add New > File Import.
2. Download the latest Employee Contacts template.
3. Enter contact data into the template, following the required field rules.
4. Review the rules below to ensure data is correctly formatted:
   • ContactGuidKey is only required when updating an existing contact.
   • You can create or update multiple contacts per employee in a single file.
   • If a field is not mapped during upload, the existing value remains unchanged.
   • If a field is mapped but left blank:
     • If a default value exists, the upload process applies it automatically.
     • If no default value exists, the upload process clear the field (set to null).
5. Save the completed file in .CSV format.

Once your file is correctly structured and saved, it’s ready for upload.

Part 2: Upload the employee contacts file

1. Return to Management > Advanced > Integration Central > Add New > File Import.
2. Select Employee Contacts as the import type.
3. Choose the employee matching identifier (e.g. External ID or Employee Code).
   This step is mandatory before upload (refer to image below)
4. Upload your file as either:
   • a scheduled upload, or
   • an ad-hoc upload.
5. After upload, view results in the View Logs or History screens:
   • Standard logs show upload status and validation results.
   • The Upload results log provides:
     • GUID keys for newly created contacts
     • Row-level validation errors (if any)
     • Downloadable file for review in the History screen
6. Review and save the Upload Results log to retain GUID keys for future updates.
   This ensures you retain GUID keys for future updates.

When the upload completes successfully, a confirmation appears in Integration Central. New or updated contact details will display in Management > Employee > Employee Management.

Additional information

• Ensure your file matches the latest Employee Contacts template before uploading.
• ContactGuidKey is required for updates. New records should leave this field blank.

• If you upload the same file twice, contacts will be duplicated. To avoid this:
  Ensure existing contacts are matched by ContactGuidKey.
  Maintain a record of the keys after each upload.

• Upload results can vary depending on the selected employee matching identifier.
• If GUID keys are lost, contact Humanforce Support to recover them. This may take time to process.
• For other general references related to Integration Central File Imports, checkout this helpful article. 

Reference: Employee Contacts file field definitions