I05 - How to create or update employees in bulk

Manually updating or registering multiple employees can be laborious. To facilitate this process, Pontotel offers the I05 - File Importers , which allows for the quick and practical creation and mass updating of employee and user records. In this article, we will show you how to use this tool.

How to download the template spreadsheet

1. In the side menu of the Management website, click on Management . Then select Reports and Records .

2. In the "importers" list, select option I05 - File Importers.

3. Fill in the importer filters

• In "import type", select the Employees option.

• Below, select the desired file extension to download the template spreadsheet for filling in the information.

How to fill out the template spreadsheet

The spreadsheet will have 3 navigation tabs: Register , Update , and Terminate .

The data should be added starting from row 4 of the spreadsheet.

To register

To create new employee records, use the "Register" tab in the spreadsheet. In this tab, enter the information for the employees who need to be included in the system. Fill in all the necessary fields, ensuring that the information is correct so that the registration is successful.

• Registration will only be completed if all fields are filled in correctly. Verify the data before starting the import to avoid process errors. Fields such as Workplace (column E) and Employer (column F) must be filled in exactly as they are registered in the system, including periods, spaces, and other characters. Any discrepancy may cause the import of the corresponding row to fail.
• Before entering the information, carefully read line 2 of the spreadsheet. It contains important instructions on how each field should be filled in correctly.

1. Columns A through L (except for column G) are mandatory . Without the information in the cells of these columns, the registration will not be created.

2. Columns G and M through AN are optional and do not directly affect the creation of the registration. However, the more information added, the more complete the employee's record will be. It is worth noting that some fields impact other areas of the platform and are therefore important to fill in, such as the PIS (column T) and the Job Title (column U).

Please pay attention to filling in some of the columns:

• Column G: This field may become mandatory if the selected employer's registration contains CEI, CNO, or CAEPF information.
• Column J: This defines the day of the week on which the schedule will begin. For example, the number 0 corresponds to Monday, while the number 6 represents Sunday. It is essential that the day of the week is correctly associated with the corresponding number to ensure that the schedule starts on the desired day.
• Columns Y to AN : These are optional settings for employee time tracking. Some options are recommended for more efficient time management; however, enable only those that meet the specific needs of the company. You can see our recommendation in item 4.3 of the article " How to register an employee? "

3. Columns AO through AS are optional, but strategically important. These columns relate to user creation , meaning the employee's access to the platform, whether for clocking in or out or performing management tasks. By entering this information, the employee's registration will be automatically linked to a user for system access, facilitating the onboarding and use of the platform.

• Pay close attention to filling in the AO column, as this is an extremely important field. To allow employees to clock in and out using the Pontotel apps or system, enter " S " in the "Synchronize with REP-P" field.

To update

To update employee records in batch, use the "Update" tab in the spreadsheet. Enter the data for the employees whose information needs to be modified there.

• The update assumes that employee records are already present in the Management system.
• Make sure to fill in both the required and optional fields correctly to avoid errors in the import process.

1. Only column A is required for inclusion, as it serves to identify which record should be updated in the system. Fill in this column with the PIN , exactly as it is registered in the system.

2. The remaining columns are optional. If filled in, the new information will replace the existing data in the registration. Be sure to follow the same instructions presented in the "To register" section.

To turn off

To terminate multiple employees, select the "Terminate" tab in the spreadsheet. Follow the steps below to complete the termination process without errors.

1. Fill in columns A through E so that the import of the registration termination can occur.

• Column A : Fill in with the employee's registration PIN.
• Column B : If the shutdown is due to occur on the day of import or on subsequent days, fill in with "S". If the shutdown occurred on days prior to the date of spreadsheet import, fill in with "N".
• Column C : If the employee worked or will work on the day they were/will be terminated, fill in with "S".
• Column D : Fill in the termination date, in the format dd/mm/yyyy.
• Column E : Fill in the reason for termination, selecting one of the predefined options in the system: "termination", "requested termination", "death" or "other".

How to upload the completed spreadsheet

1.  After filling out the spreadsheet according to the defined objective, save the file. If you are using Excel, click on "File", then "Save", or press CTRL + S.

2.  Return to the Management website , in the same location instructed in item 1, and select option I05 - File Importers again. Click the " attach " button, and select the file on your computer with the information you filled in.

3. Finish by clicking import.

4. Please wait for the spreadsheet import process to finish.

5. Once the process is complete, a report will be generated with import feedback. Ensure that the user has been created, updated, or deactivated.

Now that you've learned how to quickly and efficiently create, update, and terminate employee records by importing from I05, the process of managing employee records on the Pontotel platform becomes much more agile. By following the steps and ensuring that the data is correctly filled in, you avoid errors and ensure that all information is accurately reflected in the system.

If you still have questions or need assistance, contact our Support team via the chat integrated into the Pontotel Gestão website or via WhatsApp !

Updated on: December 29, 2025