On this page
01. Prepare the sheet02. Import03. Fix rejected rows04. After the import05. Keep the sheet06. A typical scenario07. Common mistakes08. Quick checklist09. Frequently asked questions
Prepare a sheet with Employee ID, name, department and hire date, use the Import option on the Employee screen (Personnel > Employee), fix any rejected rows, then sync to the terminal.
Key takeaways
- One row per person, unique IDs.
- Create departments before importing.
- Check for duplicates first.
- Sync to the terminal after importing.
01Prepare the sheet
- Columns for Employee ID, first name, last name, department and hire date (follow the template your version offers).
- IDs: unique, digits only.
- Department names must match departments already created.
- Remove blank rows and merged cells.
- Save as Excel or CSV as the import screen asks.
02Import
- Open Personnel > Employee.
- Click the Import button.
- Choose your file and map the columns if asked.
- Click OK and read the result message listing successes and failures.
03Fix rejected rows
- Duplicate ID: the ID exists already. Change or remove the row.
- Unknown department: create it first.
- Wrong date format: use the format shown in the template.
04After the import
Spot-check a few people in the list, then run Sync Data to push them to the terminal and enrol fingerprints. If the terminal already has users with the same IDs, sync carefully; see duplicate employee IDs.
05Keep the sheet
Save the final sheet in your records. It is a handy backup of your staff list.
06A typical scenario
A school with 180 staff prepared an Excel list from HR with ID, name and department. The first import rejected 12 rows because of unknown departments. Creating them first and re-importing loaded all 180 in minutes.
Illustrative example based on common cases, not a named customer.
07Common mistakes
- Importing with merged cells or blank rows.
- Department names that do not match.
- Duplicate IDs in the sheet.
- Dates in the wrong format.
- Importing before a backup.
08Quick checklist
- Use the template
- Unique IDs
- Departments created
- Remove blank rows
- Import and read the result
- Sync to the terminal
09Frequently asked questions
Can I import from payroll software?
Export the staff list to Excel, match the columns and import.
Does importing enrol fingerprints?
No. Fingerprints are enrolled on the terminal or through the software with a finger on the sensor.
What if I import the same file twice?
Rows with existing IDs are normally rejected as duplicates.
Is there a limit on rows?
It depends on your version and licence. Import in batches of a few hundred if it struggles.
This guide is part of our ZKTeco K40 and ZKBio Time.Net series. For the full start-to-finish walkthrough with screenshots, read How to Configure a ZKTeco K40 Pro with ZKBio Time.Net.
ZKTeco and ZKBio are trademarks of ZKTeco Inc. Menu names on the K40 Pro and in the software vary slightly by firmware and software version; where yours differ, look for the nearest match. Qyvea is a ZKTeco reseller and installer in Kenya.
