Importing contractors from an XLSX or CSV file is a great way to get set up and running quickly. It is also a handy way to perform bulk updates of contractor data. Please be aware if your business has over 200 locations configured, the export feature will not automatically apply a lookup table to relevant data. You can find the Import Contractors feature in the menu under the Add Employees tab:
The best way to get started is by exporting the XLSX or CSV template file, adding data to it, and then re-importing it. To export the template, click the Export button and then click on the down arrow to choose an empty template, then choose whether you want to work with an XLSX or CSV Template.
Important
Please do not delete any of the columns in your XLSX/CSV file. If you delete or remove columns in your XLSX/CSV file and upload it into the platform, this will result in clearing some of your data on the platform too. This will lead to errors and affect your records and system.
This file contains the column headers for the import. You simply need to add a row for each contractor that you wish to import. Once you have finished editing the XLSX or CSV file, you can upload it by clicking the Select File button.
File Specification
There are quite a few fields in the file however, they are broken into sections as shown below and not all sections are mandatory.
Core DataFirst Name+Surname+Date of birth must be present in the file to uniquely identify the contractor. |
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| Field Name | Data Type | Notes |
|---|---|---|
| ContractorId | Text | This column must stay blank as the system will auto-generate the next available unique number |
| TradingName | Text | |
| ABN | Number | |
| Title | Text | |
| PreferredName | Text | |
| FirstName | Text | Mandatory |
| MiddleName | Text | |
| Surname | Text | Mandatory |
| DateOfBirth | Date | Mandatory |
| ExternalId | Text |
Can be the ID of the contractor in some other system (eg: HR). N.B. If an external ID is used that has been used before you won't be able to save it for a new employee if the 'unique external ID' setting is switched on. If the ID is linked to an existing contractor their record will be updated. This setting is located on the Payroll Settings > Advanced Settings page. See here for more information. |
| ResidentialStreetAddress | Text | |
| ResidentialAddressLine2 | Text | |
| ResidentialSuburb | Text | |
| ResidentialState | Text | |
| ResidentialPostCode | Number | |
| ResidentialCountry | Text | This field only needs to be completed if ResidentialAddressIsManuallyEntered = True |
| ResidentialAddressIsManuallyEntered | Text | Valid values: True, False |
| PostalStreetAddress | Text | |
| PostalAddressLine2 | Text | |
| PostalSuburb | Text | |
| PostalState | Text | |
| PostalPostCode | Number | |
| PostalCountry | Text | This field only needs to be completed if PostalAddressIsManuallyEntered = True |
| PostalAddressIsManuallyEntered | Text | Valid values: True, False |
| EmailAddress | Text | |
| HomePhone | Text | |
| WorkPhone | Text | |
| MobilePhone | Text | |
| StartDate | Date | |
| EndDate | Date | Date that the contractor was deactivated. |
| Tags | Text | Pipe (‘|’) separated list of tags to associate with this contractor |
| EmployingEntityABN | Number | You cannot change an contractor's employing entity using this import file. Rather, you can find instructions on how to do this from here |
Tax File Declaration |
Data Type | Notes |
| TaxFileNumber | Number | You cannot change an contractor's employing entity using this import file. Rather, you can find instructions on how to do this from here. |
|
AddTaxCalculation with the following options in the drop-down:
|
Drop-down | Mandatory |
| AddCommissionerInstalmentRate | Text | Mandatory when Voluntary Agreement is selected |
| AddRegisteredForGST | TrueFalse | Mandatory |
| PaySchedule | TrueFalse | Mandatory |
| PrimaryPayCategory | TrueFalse | Mandatory |
| PrimaryLocation | TrueFalse | Mandatory |
| Rate | TrueFalse |
|
| RateUnit | Number | Annually, Daily or Hourly |
| OverrideTemplateRate | TrueFalse | |
| HoursPerWeek | Number | Mandatory |
| HoursPerDay | Number | Mandatory |
| AutomaticallyPayContractor | TrueFalse | Mandatory |
| PayRateTemplate | ||
| PayConditionRuleSet | ||
| IsEnabledForTimesheets | TrueFalse | Mandatory |
| IsExemptFromPayrollTax | TrueFalse | Mandatory |
| Locations | Text | Mandatory |
| WorkTypes | Text | |
| EmergencyContact1_Name | Text | |
| EmergencyContact1_Relationship | Text | |
| EmergencyContact1_Address | Text | |
| EmergencyContact1_ContactNumber | Number | |
| EmergencyContact1_AlternateContactNumber | Number | |
| EmergencyContact2_Name | Text | |
| EmergencyContact2_Relationship | Text | |
| EmergencyContact2_Address | Text | |
| EmergencyContact2_ContactNumber | Number | |
| EmergencyContact2_AlternateContactNumber | Number | |
| BankAccount1_BSB | Number | Mandatory |
| BankAccount1_AccountNumber | Number | Mandatory |
| BankAccount1_AllocatedPercentage | Number | |
| BankAccount1_FixedAmount | Number | |
| BankAccount1_AccountName | Text | Mandatory |
| BankAccount1_IsContractorEditable | TrueFalse | |
| BankAccount2_BSB | Number | Mandatory |
| BankAccount2_AccountNumber | Number | Mandatory |
| BankAccount2_AllocatedPercentage | Number | |
| BankAccount2_FixedAmount | Number | |
| BankAccount2_AccountName | Text | Mandatory |
| BankAccount2_IsContractorEditable | TrueFalse | |
| BankAccount3_BSB | Number | Mandatory |
| BankAccount3_AccountNumber | Number | Mandatory |
| BankAccount3_AllocatedPercentage | Number | |
| BankAccount3_FixedAmount | Number | |
| BankAccount3_AccountName | Text | Mandatory |
| BankAccount3_IsContractorEditable | TrueFalse | |
| SuperFund1_ProductCode | Number | |
| SuperFund1_FundName | Text | |
| SuperFund1_MemberNumber | Number | |
| SuperFund1_AllocatedPercentage | Number | |
| SuperFund1_EmployerNominatedFund | Number | |
| SuperFund1_FixedPercentage | Number | |
| SuperFund2_ProductCode | Number | |
| SuperFund2_FundName | Text | |
| SuperFund2_MemberNumber | Number | |
| SuperFund2_AllocatedPercentage | Number | |
| SuperFund2_EmployerNominatedFund | Number | |
| SuperFund2_FixedPercentage | Number | |
| SuperFund3_ProductCode | Number | |
| SuperFund3_FundName | Text | |
| SuperFund3_MemberNumber | Number | |
| SuperFund3_EmployerNominatedFund | Number | |
| SuperFund3_AllocatedPercentage | Number | |
| SuperFund3_FixedPercentage | Number | |
| SuperThresholdAmount | Number | |
| MaximumQuarterlySuperContributionsBase | Number | |
| PayrollID | Number | |
| PrimaryReportingDimensionValues | Text | |