Importing employees from an XLSX or CSV file is a great way to get set up and running quickly.
Hint: it is also a handy way to perform bulk updates of employee data.
The Import Employees feature can be found in the menu under the 'Add Employee' 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
This file contains the column headers for the import. You simply need to add a row for each employee 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.
Take note of the setting Automatically create missing locations. Selecting this means that any location names listed in the PrimaryLocation and Locations column in the import that are not already set up in the system, will automatically be created. If this setting is not selected, there will be an import error if there are location names contained in the import not already created in the system.
After selecting your file, you will need to click Confirm Upload and the import will begin.
Once the import is complete, a report will be displayed showing you the employees that were created/updated.
There are quite a few fields in the file however they are broken into sections as shown below and not all sections are mandatory.
Minimum Required Fields
To setup an employee to be processed in a pay run the following fields are required as a minimum:
- National Insurance Number
- National Insurance Calculation Method
- National Insurance Category
- Employee Statement
- Tax Code
- Tax Calculation Method
Once an employee is set up in the system, import files may contain a smaller subset of fields but the following must always be included in order to be able to identify the employee to update:
- First Name
- Date of Birth
- Employee ID (This will mean the system will be able to match the existing employee instantly rather than trying to match the subset data above.
Fully Qualified Locations
Since locations may be nested, When importing from the CSV file, it is important to specify the Fully Qualified Location. For the following set of locations:
- All Offices
- London Offices
- Devon Offices
- London Offices
The fully qualified location for ‘Strathfield’ would be
All Offices / London Offices / Strathfield
If you want to use an import file to remove data from the employee records, in bulk, you'll need to use the value "(clear)" without the quotes in the appropriate field on your import file to remove it from the matching field on the employee record.
If you have any questions or feedback, please let us know via firstname.lastname@example.org