Employee list check
Check employee lists for missing email columns, duplicate employee IDs, invalid status values, and row count issues.
Your file is read in your browser. It is never uploaded.
Every default rule on this page
These run as soon as you drop a file in. Nothing is uploaded - the whole check happens in this browser tab. Edit or remove any of them in the rule editor above before you run it.
| Column | What it checks | What fails | Reported as |
|---|---|---|---|
| must have a value in every row | the cell is empty, or the column is missing entirely | Error | |
| Employee ID | must have a value in every row | the cell is empty, or the column is missing entirely | Error |
| Employee ID | every value appears once, ignoring capitalisation | the same value appears in two or more rows | Error |
| Status | one of Active, Terminated or On Leave, ignoring capitalisation | any other value, including a blank cell | Warning |
| Start Date | a date between 2000-01-01 and 2099-12-31 | the cell is not a date, or falls outside that window | Error |
| Manager Email | must have a value in every row | the cell is empty, or the column is missing entirely | Warning |
| the whole sheet | at least 1 data row | the sheet has fewer than that | Warning |
An error is a row you almost certainly need to fix before sending the file on. A warning is a row worth looking at, most often a value that is legitimate in your process but unusual in this one - change the rule to match how your team works rather than editing the data to satisfy it.
Email header missing or varied
Employee list exports may label the email field as 'Email', 'E-mail', or 'EmailAddress'. If the expected header is absent, contact validation checks cannot run and the file shape appears incomplete. The header must be present and consistent for every row.
Duplicate employee ID values
The same employee ID appears in multiple rows. This often happens when active and inactive records are combined or when a list is sorted incorrectly before export. Duplicate IDs inflate counts and make it unclear which record is current.
Status column uses inconsistent labels
One row may use 'Active', another 'active', and a third 'A'. Mixed labels make filtering and reporting harder. Allowed value checks highlight rows that do not match the expected list, so labels should be mapped to one set.
Manager email blank on some rows
Manager email is missing for some employees. A required check flags those rows so they can be completed before the list is used for downstream routing or reporting. If manager email is optional, edit the rule instead of leaving blanks.
How to fix
- Rename any email header variation to exactly 'Email' and confirm each row has a value.
- Remove duplicate employee ID rows or keep only the current active record for each employee.
- Map status labels to one set of allowed values such as Active, Terminated, and On Leave.
- Fill in missing manager email addresses or adjust the required rule if the field is optional.
- Delete summary rows, notes rows, and blank rows from the data area so only detail rows remain.
FAQ
What employee list columns are commonly checked?
The default rules check Email, Employee ID, Status, Start Date and Manager Email. Check that those headers exist and use consistent names and they run without extra mapping. Name columns are not checked by default, since a blank or unusual name is rarely a data error worth blocking an import on.
Why is duplicate employee ID a problem?
A duplicate ID means the same employee is represented more than once. It can inflate counts and make row-level issues harder to resolve. Remove duplicates or keep only the current active record for each employee.
What status values are allowed by default?
The allowed values default to Active, Terminated, and On Leave. If your organization uses different labels, update the allowed value list before running the check. Consistent status labels help keep the list filterable.
Does the checker require a manager email for every row?
The default check treats Manager Email as required. If the column is not mandatory in your file, edit the rule to use a warning or remove it entirely. Missing manager emails can otherwise cause avoidable errors.
Should totals or notes rows be included?
No. Totals rows, notes, and blank rows are treated as data rows by row-level checks. They create false failures and make row counts misleading. Keep only employee detail rows in the sheet before running the checker.