Input checks and Data check

The rules HR uses to check names, phones, IDs, bank details and company numbers, the same on every form and import, and the Data check list of saved values that fail them.

Every form, every import and the server check the same fields with the same rules. A value that fails a block rule can’t be saved. A value that fails a warn rule saves, with a note asking you to check it.

Spaces and dashes are taken out before checking, and letters are made capital where the number uses capitals. Text that is too long is refused, never cut short.

The rules

People

Field	Rule
Name	2 to 100 characters. Letters, spaces, dots, apostrophes and hyphens only.
Date of birth	A real date in the past. At least 14 years old on the joining date. Under 18 or over 80 saves with a warning.
Mobile and emergency phone	An Indian mobile has 10 digits and starts with 6, 7, 8 or 9. A number from another country needs + and the country code, then 8 to 15 digits.
Email	Needs an @ and a domain. Up to 254 characters.
PIN code	6 digits, not starting with 0. If it doesn’t usually belong to the chosen state, it saves with a warning.
State	Picked from the list of states and union territories.
Address line	Up to 200 characters.
City	Up to 80 characters.
Job title, past employer	Up to 200 characters.
Emergency contact name	Up to 120 characters. Relation up to 60.
Blood group	One of A+, A−, B+, B−, AB+, AB−, O+, O−, or Not known.

Employee IDs

Field	Rule
Aadhaar	Type the full 12 digits or only the last 4. A full number must not start with 0 or 1 and must pass its check digit. Only the last 4 digits are kept; the full number is never stored. A 16-digit Virtual ID is refused.
PAN (person)	5 letters, 4 digits, 1 letter, like ABCPE1234F. The 4th letter must be P.
UAN	12 digits.
ESIC IP number	10 digits. A 17-digit number is refused because it is the employer’s ESIC code, not the employee’s.
PF member ID	5 letters and 17 digits, like MHBAN00123450000000123.
Passport	1 letter and 7 digits.
Voter ID	3 letters and 7 digits. Other shapes save with a warning.
Driving licence	Like KA0120150001234. Other shapes save with a warning.
Bank account	9 to 18 digits.
IFSC	11 characters, like HDFC0001234. The 5th character is always 0.

Company numbers

Field	Rule
PAN (company)	5 letters, 4 digits, 1 letter. The 4th letter must match the company type: C for a company, F for an LLP or partnership, P for a proprietorship, T for a trust, H for an HUF, and so on.
TAN	4 letters, 5 digits, 1 letter.
GSTIN	15 characters, like 29ABCPE1234F1Z5. The first 2 digits are a real state code, the last character must match, characters 3 to 12 are the company PAN, and the state must be one the company is registered in. One GSTIN per state.
CIN	21 characters, starting with L or U, with a real year and state.
LLPIN	Like AAB-1234. Other shapes save with a warning.
PF establishment code	5 letters and 10 digits, like TSHYD1234567000.
ESIC employer code	17 digits.
FSSAI	14 digits.
Udyam	Like UDYAM-KA-03-0012345.
PT, LWF, Shops and trade licence	3 to 60 characters: letters, digits, / - and spaces.

Where these numbers are set for a company, see Company legal data and documents.

Imports use the same rules

Setup › Data import checks each row with the rules above. A row with a block is shown with the same message you would see on the form. Warnings are listed in the review and the row still imports.

Data check

Values saved before these rules may not pass them. Setup › Data import › Data check lists them: the person or company, the field, and what is wrong. Numbers are shown masked.

Nothing is changed for you. Open each record and fix the value where it is edited; it is checked again before it saves. When everything passes, the list says so.

Data check also looks at company details: the PAN against the company type, the legal and trade names, CIN, registered city and PIN code, and each registration number, including whether a GSTIN matches the PAN and the company’s states.