Locating missing employee records from Legacy PI

This article applies to organization admins in the PI2 platform who have recently upgraded from the Legacy PI platform.

After upgrading to PI2, you may find that certain employees are no longer listed in your employee directory.

We took as careful an approach as possible when moving your data over from Legacy to PI2. All your data is here, but some records might show up different in PI2 depending on how they were tagged in Legacy.

In this article, we'll share how to locate missing employee records and ensure they show up properly in your PI2 directory.

Tip: Looking to add new employees or update existing ones? Upload an organization data file.

Where do I find the employee directory in PI2?

Access your employee directory by clicking the gear icon in the top-right corner of the software.

You will land on your employee directory. Here, you will see a list of all current employees imported from Legacy to PI2.

To view/modify information on an employee, click that person's name.

You can also view a list of your former employees. To do so:

Click the dropdown labeled "Current employees."
Select "Archived employees" at the bottom of the available options. (You may have to scroll to see it.)

Note: You cannot view/modify details for an archived employee. However, you can unarchive that employee at any time.

I can't find an employee from Legacy PI. Where should I look?

If you can't find a particular employee from Legacy in PI2, here are a few places to look:

Your list of archived employees
Your list of transferred people
Your list of candidates (if your organization uses PI Hire)

Let's walk through each scenario in greater detail.

Checking your list of archived employees

From the employee directory:

Click the dropdown titled "Current employees."
Select "Archived employees" at the bottom of the dropdown options. (You may have to scroll to see it.)
You'll see a list of employees who have been archived.
If you see an employee who is still active at your organization, click the more actions button.
Select "Unarchive employee."
A confirmation pop-up will appear.
Click "Unarchive" to confirm.
The person will be unarchived and added to your list of current employees.

Tip: Need additional help? Learn more about unarchiving employees.

Checking your list of transferred people

From the employee directory:

Click "Transferred People" on the left-hand side.
You will be presented with a list of people from Legacy PI who were tagged as "other" or "unknown."
If you see someone who is in fact an employee, click the more actions button.
Select "Move to employee directory" from the dropdown options.
A pop-up will appear prompting you to enter the employee's email address.
Enter the email address this employee uses at your organization. (This email must match an allowed organization email domain.)
Click "Move to employee directory" to proceed.
The employee will be added to your directory.

Tip: Need additional help? Learn more about transferred people.

Checking your list of candidates

This option applies to organizations currently subscribed to PI Hire.

Click Hire from the top navigation bar.
You will land on the Hiring Center.
Click the "Candidates" tab.
You'll see a list of any person tagged as a "candidate."
If you see someone who is in fact an employee, click the more actions button.
Click "Marked as hired" from the dropdown options.
A pop-up will appear prompting you to enter the employee's email address.
Enter the email address this employee uses at your organization. (This email must match an allowed organization email domain.)
Click "Continue" to proceed.
The employee will be added to your directory.

Tip: Need additional help? Learn more about marking candidates as "hired."

Important: If you have a lot of missing employee records that are showing as candidates in Hire, it likely means these individuals were originally tagged as "candidates" in Legacy PI and never were updated as "employees."

While you can individually mark these people as "hired," a faster way of doing this is to upload a new organization file. Be sure to include the following information in your file:

Each employee's business email (under "PrimaryEmail")
Each employee's candidate email (under "SecondaryEmail")

Doing so will help our system recognize the employee records in Hire and move them properly to your Employee Directory.

FAQs

I'm looking for job candidates. Where are they?

Job candidates are now located directly in PI Hire. Learn how to view candidates.

A lot of employees are showing as candidates in Hire. Is there a way to mark them as "hired" in bulk?

There isn't a bulk action for marking as hired. However, you can accomplish the same thing by uploading a new organization file.

When uploading your file, be sure to include the following information:

Each employee's business email (under the "PrimaryEmail" field)
Each employee's candidate email (under the "SecondaryEmail" field)

Doing so will help our system recognize the employee records in Hire and move them properly to your Employee Directory.

What about other people, like a friend or family member?

In Legacy PI, you were able to send the Behavioral Assessment to a person and label the record as "other." Often, this person type was used to categorized friends and family.

In PI2, we've focused the experience to focus on just 2 person types: employees and candidates. For this reason, you will not see friends or family in your employee directory.

Any "other" or "unknown" records imported from Legacy are located on the Transferred People page.

I don't see any former employees under "Archived employees." Why?

If you do not see former employees under "Archived employees," it likely means one of the following:

You didn't have any employees tagged as "Former Employee" in Legacy PI.
We didn't detect any folders titled "Former Employees" in Legacy PI.

In either case, we recommend checking your Transferred People page to find these records.

Note: If you upgraded to PI2 prior to July 15, 2025, you likely will not see former employees under "Archived employees."

Instead, you'll find former employees on your Transferred People page.

I still can't find a particular employee. What now?

If you've tried the troubleshooting tips in this article and still can't find a particular employee, please submit a ticket with our support team.