Monitoring Import Status

The Import Status screen opens automatically when you select the Start the Import button. This screen confirms that your data is being processed and provides details about your import.

If you import a roster manually, the Import Status screen appears right away. If you import a roster via SFTP or the Emtrain HRIS automation, or want to review import status information later, go to the Import List and select the Status button for the import you want to review.

The system displays import status details for the last ten (10) imports in the Import List.

Import Status Details

The Import Status screen displays the following details:

1. Status: The current status of your import, such as “importing” (still in progress), “scheduled”(scheduled for import), or “imported” (completed).
2. Records Processed: The total number of rows that our system processed. This number will equal the number of rows in your file (minus a header row, if you included one).
3. New users added: The number of new user profiles created during the import.
4. Users updated: This shows the number of existing Emtrain users from your file that were processed, whether information was updated or remained unchanged.
5. Ignored users: The number of user profiles skipped during the import. This occurs only when you deselect the Override edits to Emtrain user table with CSV Data option.

Review this information to ensure the import worked as you expected it to.

Errors Log

When issues occur during your import, the Errors log displays which row in your file contains the problem and a description of what went wrong. Use this information to quickly identify and resolve issues.

Types of Errors

Errors occur when data is missing or formatted incorrectly. For example:

Missing data errors: If data is missing from one of the required fields, the entire row will be skipped and nothing will be added or updated for that employee.

Sample Error Message First Name is required for all Users.

CSV Sync Field-related errors: If two rows in your file have the same data for the CSV sync field—such as an email address that appears twice in your file—the system flags the duplicate data and skips that row. This means that nothing will be added nor updated for that employee.

Sample Error Message Email Address must be unique. jdoe@company.com is associated with another user.

Learn about using the CSV Sync Field.

Formatting errors: If a field requires specific formatting—such as date and email address fields—using an incorrect format will result in a file error for that field. When this happens, the entire row will be skipped and nothing will be added or updated for that employee.

Sample Error Message Hire Date must be formatted as YYYY-MM-DD. Tuesday is not valid for this field.

Specified Values errors: If the field requires a value from a specific set of options (for example “Yes/No” or “Active/Inactive/On Leave”) importing an unsupported value causes an error message. When this happens, the entire row will be skipped and nothing will be added or updated for that employee. Learn about Field Formats for Roster Uploads.

Sample Error Message Supervisor? must be Yes or No. Manager is not valid for this field.

Resolving Errors

Resolving errors is straightforward: Correct your original file and reupload it. If there is a very small number of rows to correct, you can create a file with just those rows or update the user profiles directly in Emtrain.

Keep in mind that if you only fix the user profile without updating both the original source file and the data in your own system of record, you’ll encounter the same error the next time you import. To avoid repeating errors, always update your original source file.

Review Errors Frequently

You can review errors right after your import or return later to check them. We recommend reviewing errors as soon as your import finishes. 

Large imports of more than 1,000 rows need time to process, so the system schedules them. If your import was scheduled, plan to return the next day to review any import errors.

If you use the SFTP Data Sync or Emtrain HRIS integration to update your user roster, schedule a task in your calendar to review the Errors log at least once a month.