How to deactivate employees in bulk?

Hi!

In this article, you will learn how to import files to deactivate employees in bulk.

This feature makes it easier to update information in real time and saves time when deactivating employees in batches, especially for companies with integration — avoiding the need to perform this process manually, employee by employee.

To do this, access Day.io from an Administrator profile.

1. Go to the import menu

Access People on the side tab.
Then, click Import in the upper right corner.

For companies integrated with other systems, the only options currently available are:

• Import absence requests

• Import employee deactivation (bulk)

2. Select the import type

Click Deactivate employees to open the editing window, where you can:

• manually enter the information in the table, or

• click Sample to download the .xlsx template and fill in the data as needed.

Required fields in the template or manual entry

Whether in manual entry or in the template spreadsheet, the following information will be required:

Employee External ID (GPID)

Unique identifier of the employee used as a key to locate the record in the system.
Required field.

Deactivation Date

Date on which the employee should be deactivated in the system.
Accepted formats: DD/MM/YYYY or DD-MM-YYYY.
Required field.

Deactivation Reason

Indicates if the employee was:

• Terminated 

• Transferred 

If the field is left blank, the system will assume Terminated as the default.

Remove from payroll

Single-choice field indicating whether the employee will be removed from the payroll group.

• 0 = remains

• 1 = removed

If not filled in, the default value will be 1.

Clear work schedule on deactivation date

Single-choice field indicating whether the employee's schedule will be cleared on the deactivation date.

• 0 = do not clear

• 1 = clear

If not filled in, the default value will be 1.

3. Validations, errors, and notifications

During manual entry, possible errors will be displayed directly in the table, such as:

• mandatory fields left blank

• invalid formats

• nonexistent GPIDs

• unrecognized values

In the template spreadsheet, you must enter the information in the rows below the header, following the column order.
The description row will guide you on the correct format for each field.

To proceed, click Import file and then Continue.

4. Confirm the header

When uploading the file, the first row will automatically be selected as the header.

Confirm the correct option:

• Yes, if the first row is the header

• Select another row, if it is in another position

• No header row, if the file does not have a header

5. Column mapping

In the next step, you will need to match each column of the file to the fields expected by the platform.

You can:

• change the content

• confirm the suggested mapping

• ignore unwanted columns

6. Review the information

After confirming the mapping, click Review.

The information will be displayed for checking.
If there are errors, the platform will allow you to decide how to handle them after clicking Continue.

7. Completion

And that's it!

The file will be imported, and the employees will be deactivated according to the data provided.
The changes should be available on the platform within a few minutes.

Important

• This feature will only be available to Administrators or users with the Import employee file permission (within the Employees option).

• If any employee cannot be found by GPID, they will be listed as an error and will not be deactivated.