Importing employees 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 employee 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 Employees feature 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 platform, 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 platform. 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.

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.

Minimum Required Fields

To setup an employee to be processed in a pay run the following fields are required as a minimum:

• FirstName
• Surname
• DateOfBirth
• ResidentialStreetAddress
• ResidentialCity
• ResidentialDistrict
• ResidentialPostCode
• PostalStreetAddress
• PostalCity
• PostalDistrict
• PostalPostCode
• StartDate
• EmploymentType
• PaySchedule
• PrimaryPayCategory
• PrimaryLocation
• PaySlipNotificationType
• Rate
• RateUnit
• HoursPerWeek
• 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

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:

EITHER:

• First Name
• Surname
• Date of Birth

OR:

• 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
    • Strathfield
  • Devon Offices
    • Logan

The fully qualified location for ‘Strathfield’ would be All Offices / London Offices / Strathfield