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Employee Import via Excel / CSV

Updated

The Employee Import feature allows you to bulk upload employee data, streamlining the onboarding process and saving you time.

You can upload your employee data using an Excel (.xlsx) or CSV file, which allows you to import employee information into the platform. This feature simplifies the process of adding multiple employees, saving time and reducing manual entry errors.

Getting started

Import ‌employee data

Warning

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.

  1. Log into the Payroll platform.
  2. Click the Business Settings menu.
  3. Click the Payroll Settings submenu.
  4. Click the Import Employees button.
  5. Select the Standard Format File Upload option in the Import Employees From drop-down.
  6. Click the Select File button.
  7. Enter your chosen file for bulk upload, which is either an Excel (.xlsx) or CSV file.
    Import__UK__1.jpg
  8. Click the Confirm Upload? button.
    Import__UK__2.jpg
  9. You will now see a status message that confirms the successful upload of your employee data into your Payroll platform.

    Helpful Hint

    If you encounter errors in the imported file, it is recommended that you ensure the file includes only the necessary employee details. Remove any irrelevant sheets to prevent issues during the upload process.

    Import__UK__3.jpg

Further information

Data type breakdown: Personal details
Field name. Data type. Notes.
EmployeeID. Number. This column must stay blank for new employees as the platform will auto generate the next available unique number.
Title. Text. Valid values include Mr, Mrs, Miss, Ms and Dr.
PreferredName. Text  
Firstname Text.  
MiddleName. Text.  
Surname. Text.  
PreviousSurname. Text.  
DateOfBirth. Date.  
Gender. Text. Valid values include male, female, and unspecified.
ExternalID. Text. Can be the ID of the employee from another platform. 
ResidentialStreetAddress. Text.  
ResidentialStreetAddress2. Text.  
ResidentialCity. Text.  
ResidentialCounty. Text.  
ResidentialPostCode. Number.  
ResidentialCountry. Text. This field needs completing if you added the entry true to the ResidentialAddress ManuallyEntered field.
ResidentialAddressManuallyEntered. Text. Valid values include true or false.
PostalStreetAddress. Text.  
PostalAddressLine2. Text.  
PostalCity. Text.  
PostalCounty. Text.  
PostalPostCode. Number.  
PostalCountry. Text. This field needs completing if you added the entry true to the PostalAddress ManuallyEntered field
PostalAddressManuallyEntered. Text. Valid values include true or false.
EmailAddress. Text.  
HomePhone. Text.  
WorkPhone. Text.  
MobilePhone. Text.  
StartDate. Date.  
EndDate. Date. Date of employment termination.
ContinuousEmploymentDate. Number.  
Tags. Text. Pipe 'l' separated list of tags to associate with this employee.
Data type breakdown: Pay run setup
Field name. Data type. Notes.
JobTitle. Text.  
PaySchedule. Text. Corresponds to the name of a Pay Schedule that you have already created.
PrimaryPayCategory. Text. Corresponds to the name of a Pay Category that you have already created.
PrimaryLocation. Text. Corresponds to the fully qualified name of a Location that you have already created.
PaySlipNotificationType. Text. Valid values include email, SMS, manual and none.
RosteringNotificationChoices. Text. Valid values include email, SMS and none.
Rate. Number. How much is the employee paid? You may specify as a per hour or per annum value.
RateUnit. Text. Valid values include hourly, annually, and daily.
HoursPerWeek. Number. The standard number of hours per week for this employee.
AutomaticallyPayEmployee. True/False. Determines whether the platform automatically applies the employee's standard weekly hours as earnings lines in a new pay run.
LeaveTemplate. Text. Name of the Leave Allowance Template applied to the employee.
PayRateTemplate. Text. Name of the Pay Rate Template applied to the employee.
PayConditionRuleSet. Text. Name of the Pay Rate Conditions Rule Set applied to the employee.
EmploymentAgreement. Text. Name of the Employment Agreement applied to the employee.
IsEnabledForTimesheets. Text. Valid values include enabled, disabled, and enabled for exceptions.
IsExemptFromPayrollTax. True/False.  
Locations. Text. Pipe 'l' separated list of fully qualified locations that this employee works at within your business.
WorkTypes. Text. Pipe 'l' separated list of work types that this employee submits timesheets for within your business.
Data type breakdown: Emergency contacts
Field name. Data type. Notes.
EmergencyContact1_Name. Text.  
EmergencyContact1_Relationship. Text.  
EmergencyContact1_Address. Text.  
EmergencyContact1_ContactNumber. Text.  
EmergencyContact1_AlternateContactNumber. Text.  
EmergencyContact2_Name. Text.  
EmergencyContact2_Relationship. Text.  
EmergencyContact2_Address. Text.  
EmergencyContact2_ContactNumber. Text.  
EmergencyContact2_AlternateContactNumber. Text.  
Data type breakdown: Bank accounts
Field name. Data type. Notes.
BankAccount1_SortCode. Text.  
BankAccount1_AccountNumber. Text. This field also maps onto the BPAY Customer Reference Number.
BankAccount1_AccountName. Text. For a BPAY account, the value here must be BPAY.
BankAccount1_AllocatedPercentage. Text. Use 100 to nominate remaining balance.
BankAccount1_FixedAmount.  Text. You can specify either percentage or fixed amounts.
BankAccount2_SortCode. Text.  
BankAccount2_AccountNumber. Text.  
BankAccount2_AccountName. Text.  
BankAccount2_AllocatedPercentage. Text. Use 100 to nominate remaining balance.
BankAccount2_FixedAmount. Text. You can specify either percentage or fixed amounts.
BankAccount3_SortCode. Text.  
BankAccount3_AccountNumber. Text.  
BankAccount3_AccountName. Text.  
BankAccount3_AllocatedPercentage. Text. Use 100 to nominate remaining balance.
BankAccount3_FixedAmount. Text. You can specify either percentage or fixed amounts.
Data type breakdown: HMRC/NI Pension Settings
Field name. Data type. Notes.
NationalInsuranceNumber. Text.  
NationalInsuranceCalculationMethod. Text.  
NationalInsuranceCategory. Number.  
PayrollId. Number.  
TaxCalculationMethod. Text.  
TaxCode. Text.  
EmployeeStatement. Text.  
IsCompanyDirector. Text.  
EmployeePaidIrregularly. Text.  
StudentLoanType. Text.  
PensionAssessmentOption. Text. Valid values include automatic, manual or none.
PensionContributionGroup. Text.  
AssessmentDate. Number.  
AssessmentStatus. Text.  
OptInDate. Number.  
EmployeeStarterType. Text.  
IsExemptFromMinimumWage. Text.  
IsApprentice. Text.  
PreviousEmployerOfficeNumber. Text.  
PreviousEmployerReferenceNumber. Text.  
PreviousEmployerLeavingDate. Text.  
PreviousEmployerTaxablePay. Text.  
PreviousEmployerTaxWithheld. Text.  
PreviousEmployerStudentLoanDeductions. Text.  
PreviousEmployerW1M1. Text.  
PreviousEmployerTaxCode. Text.  
PreviousEmployerTaxPeriodFrequency. Text.  
PreviousEmployerTaxPeriodNumber. Text.  
AEOptOutDate. Date.  
AEOptOutReference. Text.  
ProcessOptOutRefunds. True/False.  
How do I clear data fields?

If you want to use the XLSX file to remove your payroll data in bulk, you can enter the (clear) value into the relevant fields. This will remove the matching data from your Payroll platform.

File specification: Bank accounts
  • You can enter up to three bank accounts. However, only one is required.
  • Percentages of all bank accounts must total one hundred.
  • Use an allocated percentage of one hundred on only one of the bank accounts to show this is where the remaining balance goes.
How do I enter fully qualified locations?

As you may have nested locations, when importing from the XLSX file, it is important to specify the fully qualified location.

For instance, based on the below location example, the fully qualified location for Balmoral would be All Offices / London Offices / Bexley.

  • All Offices
    • London Offices
      • Bexley
    • Devon Offices
      • Torridge
What are the minimum required fields to ensure a pay run?

To process an employee within a pay run, the following fields are required as a minimum:

  • FirstName.
  • Surname.
  • DateOfBirth.
  • ResidentialStreetAddress.
  • ResidentialDistrict.
  • ResidentialPostCode.
  • PostalStreetAddress.
  • PostalCity.
  • PostalDistrict.
  • PostalPostCode.
  • StartDate.
  • EmploymentType.
  • PaySchedule.
  • PrimaryPayCategory.
  • PrimaryLocation.
  • PaySlipNotificationType.
  • Rate.
  • RateUnit.
  • HoursPerWeek.
  • IsIR35Contractor (If applicable enter TRUE, if not applicable enter FALSE)
  • National Insurance Number.
  • National Insurance Calculation Method.
  • National Insurance Category.
  • Employee Statement.
  • Tax Code.
  • Tax Calculation Method.
  • BankAccount1_SortCode.
  • BankAccount1_AccountNumber.
  • BankAccount1_AccountName.
  • BankAccount1_AllocatedPercentage.
  • PensionAssessmentOption.
  • PreviousEmployerStudentLoanDeductions (If applicable enter TRUE, if not applicable, enter FALSE)

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