Moving to Moazaf

Bring your companies, employees, salaries, leave balances, cars, assets and documents across from spreadsheets or another HR system, in the right order.

Checked against the app on Wednesday, November 4, 2026

For HR and administrators

1. Three ways to bring your data

You do not need to type your records in one by one. Moazaf reads Excel and CSV files, checks every row and shows you the result before anything is saved. Choose the way that suits you:

Fill in our template
Good for
Spreadsheets you keep today, or any list you can copy into Excel.
Who does the work
You. Download the template, paste your data, upload it.
Upload your old system's own file
Good for
Exports from MenaITech, Bayzat, ZenHR or Zoho People. Moazaf knows their column names, so you rarely rename anything (see the note under Prepare your file).
Who does the work
You. Pick the system when you upload.
Ask us to move your data
Good for
When you would rather not do it yourself.
Who does the work
The Moazaf team. You send the export files; they set up your companies, employees, salaries and leave balances.

Way	Good for	Who does the work
Fill in our template	Spreadsheets you keep today, or any list you can copy into Excel.	You. Download the template, paste your data, upload it.
Upload your old system's own file	Exports from MenaITech, Bayzat, ZenHR or Zoho People. Moazaf knows their column names, so you rarely rename anything (see the note under Prepare your file).	You. Pick the system when you upload.
Ask us to move your data	When you would rather not do it yourself.	The Moazaf team. You send the export files; they set up your companies, employees, salaries and leave balances.

Import from Excel: People › Import (also on Companies, Documents, Fleet and Assets)

The import page. The box "Moving from another HR system?" lists the five steps in order, each with Download template and Import.

You see only the kinds of data your role may add. The workspace Owner sees all of them. The Admin role sees all of them except salaries and end-of-service payouts, which need the permission to manage payroll. Bank details need the permissions to see bank details and to edit employees; leave balances need the permission to manage leave.

For HR and administrators

2. A sensible order for moving in

Each import looks up records that are already in Moazaf: employees point to their company, salaries point to an employee number, a document points to its owner. So import in this order. Steps 1 to 5 are the ones in the Moving from another HR system? box; after steps 1 to 4, Moazaf offers a Next step button to the next one your role may import. After leave balances, go back to the import page for steps 6 to 8.

0
Import
Set up in Settings
What it creates
Your Departments, Document types, Resource types (vehicle and asset types) and leave types (Settings › Leave). Imports find these by name; they never create them.
Needs first
Nothing
1
Import
Companies
What it creates
Your legal entities with trade licence, authority, TRN and contact details.
Needs first
Nothing
2
Import
Employees
What it creates
Staff records with company, department, job title, joining date and identifiers. Rows with a Leaving date are added as former staff. Each person's line manager is linked, even if the manager is further down the same file.
Needs first
Companies, departments
3
Import
Salaries
What it creates
Each employee's current salary: basic, housing, transport and other allowances in AED, and the payment method.
Needs first
Employees
4
Import
Bank details (IBAN)
What it creates
The bank account each employee is paid to. The first account an employee gets becomes their main one.
Needs first
Employees
5
Import
Leave balances
What it creates
The days left on the day you move, per leave type, added as an opening balance.
Needs first
Employees, leave types
6
Import
Vehicles and Assets
What it creates
Cars with plate and chassis number; laptops, phones and equipment. If you fill in the holder's employee number, the item is handed over to that person.
Needs first
Companies, employees, resource types
7
Import
Documents
What it creates
Licences, visas, Emirates IDs, insurance and other documents with their numbers and expiry dates, for a company, employee, vehicle or asset.
Needs first
The owners, document types
8
Import
Traffic fines, Salik, Darb and fuel, End-of-service payouts
What it creates
Fines and toll or fuel statements, matched to cars by plate; gratuity already paid before Moazaf (a record only, nothing is paid).
Needs first
Vehicles, employees
9
Import
Finish
What it creates
Attach the document scans (see below) and invite your employees to the app.
Needs first
Everything above

Step	Import	What it creates	Needs first
0	Set up in Settings	Your Departments, Document types, Resource types (vehicle and asset types) and leave types (Settings › Leave). Imports find these by name; they never create them.	Nothing
1	Companies	Your legal entities with trade licence, authority, TRN and contact details.	Nothing
2	Employees	Staff records with company, department, job title, joining date and identifiers. Rows with a Leaving date are added as former staff. Each person's line manager is linked, even if the manager is further down the same file.	Companies, departments
3	Salaries	Each employee's current salary: basic, housing, transport and other allowances in AED, and the payment method.	Employees
4	Bank details (IBAN)	The bank account each employee is paid to. The first account an employee gets becomes their main one.	Employees
5	Leave balances	The days left on the day you move, per leave type, added as an opening balance.	Employees, leave types
6	Vehicles and Assets	Cars with plate and chassis number; laptops, phones and equipment. If you fill in the holder's employee number, the item is handed over to that person.	Companies, employees, resource types
7	Documents	Licences, visas, Emirates IDs, insurance and other documents with their numbers and expiry dates, for a company, employee, vehicle or asset.	The owners, document types
8	Traffic fines, Salik, Darb and fuel, End-of-service payouts	Fines and toll or fuel statements, matched to cars by plate; gratuity already paid before Moazaf (a record only, nothing is paid).	Vehicles, employees
9	Finish	Attach the document scans (see below) and invite your employees to the app.	Everything above

Below the steps, one card per kind of data, with its required columns, Import and Template.

Keep your old employee numbers. Salaries, bank details, leave balances, cars, assets and documents all find the employee by employee number. If you leave the number empty, Moazaf gives the person a new one, and a second upload of the same file cannot recognise them: they are added again, or the row fails because their Emirates ID or passport number already exists.

Move on a quiet day, for example right after a payroll month closes. Take the leave balances on that day, and compare the figures Moazaf shows after each step with your old system.

For HR and administrators

3. Prepare your file

People › Import › Import new records

On People, the Import button opens a menu: Import new records or Update existing records.

Open the import for the kind of data you want, for example Employees. On the import page, click Import on its card.
Under Which system is this file from?, choose Moazaf template if you fill in our template, or your old system if you upload its own export. Open How to export from … just below for the steps in that system.
If you use our template, click Download template. Fill in one row per record on the Data sheet and keep the header row as it is.
Save the file as .xlsx or .csv.

The upload step for employees. "Which system is this file from?" is set to Bayzat, with the steps to export from Bayzat open below it.

Two sheets
What to know
Data has the column headers and one example row (replace or delete it). Instructions explains every column: its meaning, whether it is required, accepted values, other headers we recognise, and an example.
Required columns
What to know
Marked with \* in the header. For employees: name, company and joining date. You may delete optional columns or change the order of the columns.
Your own column names
What to know
Common English headers also work, such as Emp No, Full Name, Designation or Date of Joining. Columns Moazaf does not know are simply ignored. If a column you need is not recognised, copy its header from the template.
Dates
What to know
2026-08-12 or 12/08/2026 (day first). Excel date cells work too.
Amounts
What to know
In AED, for example 1250.50, without a currency sign.
Names that must already exist
What to know
Company: legal name, trade name or licence number. Department, document type, vehicle or asset type and leave type: the name as it is in Settings.
Size
What to know
Up to 2,000 rows and 5 MB per file. Split bigger lists into several files.

About the file	What to know
Two sheets	Data has the column headers and one example row (replace or delete it). Instructions explains every column: its meaning, whether it is required, accepted values, other headers we recognise, and an example.
Required columns	Marked with \* in the header. For employees: name, company and joining date. You may delete optional columns or change the order of the columns.
Your own column names	Common English headers also work, such as Emp No, Full Name, Designation or Date of Joining. Columns Moazaf does not know are simply ignored. If a column you need is not recognised, copy its header from the template.
Dates	2026-08-12 or 12/08/2026 (day first). Excel date cells work too.
Amounts	In AED, for example 1250.50, without a currency sign.
Names that must already exist	Company: legal name, trade name or licence number. Department, document type, vehicle or asset type and leave type: the name as it is in Settings.
Size	Up to 2,000 rows and 5 MB per file. Split bigger lists into several files.

Files from MenaITech, Bayzat, ZenHR or Zoho People often have no company column. The employee file needs a Company column with the company's legal name as it is in Moazaf: add it before you upload. Zoho People exports first and last names in separate columns: Moazaf joins them into the name, as the Zoho People connector does.

For HR and administrators

4. Upload the file and check the rows

Drop the file on the upload box, or click the box and choose the file.
Moazaf reads the file and shows the check step. Nothing has been saved yet.
Look at the four totals: Rows found, Ready to import, Duplicates (skipped) and Rows with errors.
Check Column mapping: every column Moazaf recognised is green, with an arrow to the Moazaf name when your header was different. Columns after Ignored are not used. Open Accepted columns to see every column Moazaf can read.

The check step: 4 rows found, 2 ready, 1 duplicate, 1 with errors. Column mapping shows Emp No → Employee number, Full Name → Name (English), Designation → Job title, Reports To → Manager employee number, and Religion ignored.

Below the totals, the rows are listed with their status: Ready, Duplicate (already in Moazaf, or repeated in the file) or Error, with the problem next to its column. When there are errors, the list first shows only the rows with errors; use the buttons above the list to see the others. The list shows at most the first 200 rows of the chosen view; Download error report always has every row with errors.

The rows of the file: two ready employees, one duplicate that is already in Moazaf, and one row with an unknown company and an impossible date. The bar at the bottom says 2 rows will be imported.

To fix errors, click Download error report. You get an Excel file with only the rows that have errors: your original cells plus an Errors column that says what is wrong.
Correct the rows in your own file, click Choose another file and upload it again.
When you are happy, click the Import button in the bar at the bottom. Only the ready rows are saved; duplicates and rows with errors are skipped.

If a required column is missing from the file, Moazaf shows Required columns are missing in red and you cannot import. Add the column and upload the file again.

For HR and administrators

5. See the result and go to the next step

After the import, Import complete shows how many records were Created, how many rows were Skipped as duplicates and how many Rows with errors, with the reason for each under Rows that were not imported or need attention. Most of these rows were not imported. But when only the hand-over of a car or asset to its holder, or the link to an employee's manager, failed, the record was created without it: complete it in the app instead of uploading the row again.

Import complete: 2 created, 1 skipped as a duplicate, 1 row with errors. The highlighted button goes to the next step, Salaries.

Next step takes you to the next import in the moving order that your role may do, for example from employees to salaries. It appears after steps 1 to 4 only.
After salaries, Check figures shows the monthly payroll total of the salaries you imported. After leave balances, it shows the days added. Compare them with your old system before you move on.
Import another file starts again for the same kind of data, for example with the next company's file.
Every import is listed under Recent imports at the bottom of the import page, with the file name and the counts, and is recorded in the audit log.

Companies
A row is skipped as a duplicate when
A company with the same legal name, or the same authority and licence number, exists.
Employees
A row is skipped as a duplicate when
The employee number exists. Rows without an employee number are never treated as duplicates.
Salaries
A row is skipped as a duplicate when
The employee already has a salary starting on the same date.
Bank details (IBAN)
A row is skipped as a duplicate when
The employee already has this IBAN.
Leave balances
A row is skipped as a duplicate when
The employee already has an opening balance for that leave type on that date, or the balance is 0. If the Balance date is empty, the day of the upload is used, and the row is a duplicate when the employee already has an opening balance for that leave type in the same year.
Vehicles
A row is skipped as a duplicate when
The plate or the chassis number exists.
Assets
A row is skipped as a duplicate when
The asset tag or the serial number exists. A row without an asset tag is a duplicate when an asset with the same serial number exists, or, without a serial number, an untagged asset with the same name.
Documents
A row is skipped as a duplicate when
A document with the same type, owner and expiry date exists.
Traffic fines
A row is skipped as a duplicate when
A fine with the same authority and fine number exists. A row without a fine number is a duplicate when a fine without a number exists for the same vehicle, time and amount.
Salik, Darb and fuel
A row is skipped as a duplicate when
A line with the same type and reference exists. A row without a reference is a duplicate when a line of the same type without a reference exists for the same vehicle, time and amount.
End-of-service payouts
A row is skipped as a duplicate when
The employee already has a payout of the same kind, paid on the same date, for the same amount.

Import	A row is skipped as a duplicate when
Companies	A company with the same legal name, or the same authority and licence number, exists.
Employees	The employee number exists. Rows without an employee number are never treated as duplicates.
Salaries	The employee already has a salary starting on the same date.
Bank details (IBAN)	The employee already has this IBAN.
Leave balances	The employee already has an opening balance for that leave type on that date, or the balance is 0. If the Balance date is empty, the day of the upload is used, and the row is a duplicate when the employee already has an opening balance for that leave type in the same year.
Vehicles	The plate or the chassis number exists.
Assets	The asset tag or the serial number exists. A row without an asset tag is a duplicate when an asset with the same serial number exists, or, without a serial number, an untagged asset with the same name.
Documents	A document with the same type, owner and expiry date exists.
Traffic fines	A fine with the same authority and fine number exists. A row without a fine number is a duplicate when a fine without a number exists for the same vehicle, time and amount.
Salik, Darb and fuel	A line with the same type and reference exists. A row without a reference is a duplicate when a line of the same type without a reference exists for the same vehicle, time and amount.
End-of-service payouts	The employee already has a payout of the same kind, paid on the same date, for the same amount.

Because of these checks, you can usually upload the corrected full file again: the rows that were already imported are skipped. This does not protect employees without an employee number. For those, upload only the rows from the error report.

For HR and administrators

6. Documents and their scans

The Documents import brings in the details of each document: type, owner, number, issuer, issue and expiry dates, cost and notes. Reminders then work as for any other document. The import does not carry files: you attach the scans afterwards. A document whose type is set to File required in Settings › Document types is still imported, and waits under Missing file for its scan. One kind of row fails without a file: an employee document with a number or dates when Moazaf has no passport or Emirates ID number for that employee yet. Import the employee's passport or Emirates ID with its number first.

Documents › Missing file

Open Documents and click the Missing file tile. The list now shows only the documents that have no file yet.
Open a document and click Edit.
Drop the scan (PDF or a photo) on the files box and save.

The Documents register filtered with the Missing file tile.

Moazaf does not yet have an upload that spreads many scan files over many documents at once: attach each scan to its document. For documents that are not in Moazaf yet, Scan with AI reads the scan and fills in the details for you, one document at a time.

For HR and administrators

7. Correct many records later

Once your data is in, you can change many Employees, Documents or Vehicles at once from a spreadsheet, for example to add mobile numbers, or new expiry dates after a batch of renewals.

Import page › Update existing records

Update existing records: cards for employees, documents and vehicles, each showing what the records are matched on.

Click Current records on the card to download a file filled with your current records.
Change only the cells that need changing, and delete the rows you do not want to touch. Empty cells keep the current value.
Click Update on the card and upload the file.
Check each change, current value and new value, in the Review changes step, then confirm.

Employees
Matched on
Employee number, or Emirates ID when the employee number is empty
Documents
Matched on
Document type together with document number
Vehicles
Matched on
Chassis number, or the full plate when the chassis number is empty or not found

Records	Matched on
Employees	Employee number, or Emirates ID when the employee number is empty
Documents	Document type together with document number
Vehicles	Chassis number, or the full plate when the chassis number is empty or not found

An empty cell never deletes anything: to clear a value, edit the record in the app. The employees file never includes Emirates ID or passport numbers. The documents file lists only documents whose number you may see, with the number in full, including passport and Emirates ID numbers: keep it safe.

For HR and administrators

8. Ask the Moazaf team to move your data

Import page › Ask us to move your data

Export the reports from your old system yourself: employee list, salaries, bank details, leave balances.
On the import page, click Ask us to move your data.
Under Which system are you moving from?, choose your system, or Another system.
Click Choose files and add the export files: Excel, CSV, PDF or ZIP, up to 10 files, 25 MB each and 35 MB in all.
If you like, write Notes for our team, for example how many companies and employees you have, and the date of the leave balances.
Tick I agree to let the Moazaf team open the files, then click Send request.

The Ask us to move your data form, with Bayzat chosen as the old system.

Never send the password of your old system, and do not put passwords or login details in the files or the notes. The team only needs the exported files.

The request appears under Your requests with its status: Received, In progress, Done or Cancelled. While it is still Received, you can cancel it. Moazaf deletes its copy of the files 30 days after the request is done or cancelled.

9. Questions

Is anything saved when I upload a file?
Answer
No. Uploading only checks the rows. Records are created when you click the Import button in the bar at the bottom.
Can I import former staff?
Answer
Yes. Fill in the Leaving date (and, if you like, the leaving reason). They are added as former staff, and no exit notifications are sent.
My employee file has an unknown company or department.
Answer
Imports never create companies or departments. Import the companies first and add the departments in Settings › Departments, with the same names as in your file, then upload the file again.
Can I import in Arabic?
Answer
Keep the column headers in English, as in the template. The cells may be in Arabic, for example the Arabic name, and company and department names are also found by their Arabic names.
What happens when we reach our plan's limit?
Answer
Rows over the limit are not imported and show You've reached your plan's limit. Upgrade to add more. The rows before them are saved.
Can I undo an import?
Answer
There is no undo button. Correct or delete the records in the app; for many records, use Update existing records.
Do employees get an email when they are imported?
Answer
No. An imported employee has no login. Invite them from their profile when you are ready.
Who can help?
Answer
Email support@moazaf.com, or send an Ask us to move your data request and our team moves the data for you.

Question	Answer
Is anything saved when I upload a file?	No. Uploading only checks the rows. Records are created when you click the Import button in the bar at the bottom.
Can I import former staff?	Yes. Fill in the Leaving date (and, if you like, the leaving reason). They are added as former staff, and no exit notifications are sent.
My employee file has an unknown company or department.	Imports never create companies or departments. Import the companies first and add the departments in Settings › Departments, with the same names as in your file, then upload the file again.
Can I import in Arabic?	Keep the column headers in English, as in the template. The cells may be in Arabic, for example the Arabic name, and company and department names are also found by their Arabic names.
What happens when we reach our plan's limit?	Rows over the limit are not imported and show You've reached your plan's limit. Upgrade to add more. The rows before them are saved.
Can I undo an import?	There is no undo button. Correct or delete the records in the app; for many records, use Update existing records.
Do employees get an email when they are imported?	No. An imported employee has no login. Invite them from their profile when you are ready.
Who can help?	Email support@moazaf.com, or send an Ask us to move your data request and our team moves the data for you.

Still need help?

Email our support team. Tell us your company name and what you were trying to do.

support@moazaf.com