How-to guide
Import REGES files into Management AZ
Set up the Romanian file source, import employees before contracts, check the saved records and resolve common import problems.
Start with the step-by-step REGES download guide. It shows which company to select, which two export buttons to click and where to find the saved files. Return here once you have both files.
The Romanian REGES file source brings people and their contracts into your organisation's shared employee register. This is a manual file import: run it again with fresh exports when you want to refresh the data. It does not automatically synchronise with REGES or submit declarations to Inspecția Muncii.
Before you start
- Sign in to Management AZ as an administrator of the organisation you want to populate. Confirm its name before connecting a source or uploading files.
- Have the employee and contract exports for the same Romanian employer ready. Follow Export employees and contracts from REGES Online if you have not downloaded them yet.
- Use the original JSON, XML, XLSX or all-formats ZIP export, at most 10 MB per upload. Start with JSON if you are choosing a format for the first time. No REGES password, API token or digital signature is needed in Management AZ for this file source.
1. Set up the file source
Where guided setup is available, open REGES Online, choose Bring in existing employees and follow the illustrated download steps. Continue to file import opens the file-source form described below. If a source already exists, open it from the guide instead of creating another one.
The guide also offers Prepare reporting to REGES. That route checks access and existing payroll integrations before opening the secure connection form; it does not download employees or send declarations.
Where saved setup is available, your choices save your place for your account in this organisation. You can also select Save and return later. Return to REGES Online with the same account and organisation, then choose Resume setup. Clear saved place removes that reminder; it does not remove a source, imported employees or import history. If progress storage is unavailable, you can read the guide without saving your place.
Under Organisation, open Employees and select the Imports & sources tab.
Open REGES Online. If guided setup appears, choose Bring in existing employees, follow the download steps and select Continue to file import. On the file-source form, keep or enter a recognisable name, then select Continue to import. If your screen lists REGES Online exports separately, open that source's setup directly.
If the source is already connected, open it under your sources instead of adding it again. The source must be active; if it is paused, select Resume source.
The REGES export source is offered for Romania. If it is missing, check the organisation jurisdiction and your access with your administrator or Safety AZ support.
2. Import employees first
Select 1. Employees. Choose Choose REGES export and select the file downloaded with Export salariați. Confirm that the filename shown is the employee file.
Select Import to employee register. This action validates the export and saves its records; it is not a preview. Wait while Validating and importing… is displayed and avoid submitting again.
Where previews are enabled, the button reads Preview import and nothing is saved until you publish.
Read the completion message and Import history. Check the counts, then select View employee register and find an imported person. Confirm their name and identity details before importing contracts.
An employee-only export does not supply employment contracts or salaries. A person's employment status may show Not recorded until the contract file is imported. Importing a person does not automatically send an account invitation.
3. Import contracts second
Return to the same REGES source. Select 2. Contracts and choose the file downloaded with Export contracte. Check the filename and selected option together before submitting.
Select Import to employee register and wait for completion. Contracts must match people already in the employee register; missing, inconsistent or ambiguous matches can cause the whole contract batch to be refused.
Check the contract entry in Import history. Open an imported employee's record and check the contract number, dates, occupation, salary and employment status against the source export. Verify any allowances supplied in the contract data as well.
4. Check the saved records
Select View employee register. Find an imported employee and open their record. Compare their name, identity details and contract with your original REGES files. Check the other imported employees before treating the migration as complete.
| Result | Meaning |
|---|---|
| Added | New records saved by this upload. Employee and contract counts belong to separate imports. |
| Updated | Existing records changed using the supplied export. Review the affected people and contracts. |
| Unchanged | Matching records already held the imported values. Repeating the same export can produce unchanged records without adding duplicates. |
| Failed | Records that were not imported. Read the error and resolve it before assuming the migration is complete. |
In the screenshots, one fictional employee and one contract were added. Repeating the employee file reported zero added and one unchanged. Your counts depend on your files.
Keep the original exports until you have checked the saved records. Management AZ does not retain the uploaded source file. Re-imports preserve unrelated manual fields, but supplied values can update existing records; there is no preview or undo step on this screen.
Both uploads have succeeded, their counts match the records you expected, and you have checked the saved employees and contracts in the register. Resolve any failed records before considering the import finished.
Resolve import problems
- The wrong file or export type was selected
- Select Employees for Export salariați and Contracts for Export contracte. Re-export the original entity if necessary; changing an extension does not convert a report into an import file.
- The file is unsupported, malformed or too large
- Use an original supported export up to 10 MB. Download it again if it is incomplete. Avoid editing identifiers, workbook columns or JSON/XML structure. Ask support about larger migrations instead of splitting structured files manually.
- Contracts cannot be matched to employees
- Confirm that the employee import succeeded for the same employer and organisation. Check for missing people or inconsistent identifiers in REGES, obtain corrected exports and retry employees before contracts. Do not invent identity values to make a match.
- The source is paused or the service is unavailable
- Use Resume source for a paused source. For a service error, check the register and import history before retrying. If you see a rate-limit message, wait for the stated retry period; repeated clicks do not fix it.
- Records were saved but history could not be updated
- Check the employee register first: this warning can follow a successful save. Do not create a second source or manually duplicate the imported people. If the warning persists, contact support with the time, export type and message, without emailing the raw employee file.
If you need help, report the organisation, time of the attempt, chosen entity and format, and the displayed error. Share personal data or exports only through a support channel agreed for that purpose.
Read the REGES credential and connection guide for setup, security and rollout status. The file-import steps above remain a separate route.