Employee Import via Excel / CSV

Importing Employees from an XLSX or CSV file is a great way to set yourself up quickly. It is also a handy way to perform bulk updates of employee data. A short video on this setup can be found here. Please be aware if your business has over 200 locations configured, the export feature will not automatically apply a lookup table to relevant data. 

Getting started

  1. Log into your payroll platform
  2. From your dashboard, click on Add Employee.
  3. Select Import Employee.mceclip1.png
  4. The best way to get started is by exporting the XLSX or CSV template file, adding data to it and then re-importing it.
  5. To export the template, click the Export button and then click on the down arrow to choose an Empty Template, then select either a XLSX or CSV Template.
  6. This file contains the column headers for the import. You simply need to add a row for each employee that you wish to import.
  7. 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. Once you select your file, click on "Confirm Upload" and the import will begin.


When the import is complete, the results will be displayed on the screen advising the status of each employee 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. 

Core Data

NOTE: either Tax File Number or First Name+Surname+Date of birth must be present in the file to uniquely identify the employee 

EmployeeId Number This column must stay blank for new employees as the system will auto generate the next available unique number
Title Text Valid values: Mr, Mrs, Miss, Ms, Dr
PreferredName Text  
FirstName Text  
MiddleName Text  
Surname Text  
LegalName Text  
DateOfBirth Date  
Gender Text Valid values: Male, Female, Unspecified
ExternalId Text

Can be the id of the employee 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 employee their record will be updated. This setting is located on the Payroll settings > Advanced settings page. See here for more information. 

ResidentialAddressType Text  
ResidentialBlockNumber Text  
ResidentialLevelNumber Text  
ResidentialUnitNumber Number  
ResidentialAddressLine1 Text This field only needs to be completed if ResidentialAddressIsManuallyEntered = True
ResidentialAddressLine2 Text Valid values: True, False
ResidentialAddressLine3 Text  
ResidentialPostcode Text  
ResidentialCountry Text  
PostalAddressType Text  
PostalBlockNumber Number  
PostalLevelNumber Number This field only needs to be completed if PostalAddressIsManuallyEntered = True
PostalUnitNumber Number  
PostalStreetName Text  
PostalAddressLine1 Text  
PostalAddressLine2 Text  
PostalAddressLine3 Text  
PostalPostcode Text  
PostalCountry Text  
JobTitle Text  
EmailAddress Text  
HomePhone Number  


MobilePhone Number  
StartDate Date date that employment started.
EndDate Date date that employment was terminated (If employee has finalised their employment)
AnniversaryDate Date  
TerminationReason Text  
Tags Text  
EmployingEntityCRN Number  
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_AccountName Text  
BankAccount1_BankName Select from drop down  
BankAccount1_BranchCode Number  
BankAccount1_AccountNumber Number  
BankAccount1_AllocatedPercentage Percentage  
BankAccount1_FixedAmount Percentage  


BankAccount2_AccountName Text  
BankAccount2_BankName Text  
BankAccount2_BranchCode Text  
BankAccount2_AccountNumber Text  
BankAccount2_AllocatedPercentage Text  
BankAccount2_FixedAmount Number  
BankAccount2_IsEmployeeEditable Text  
BankAccount3_AccountName Text  
BankAccount3_BankName Number  
BankAccount3_BranchCode Number  
BankAccount3_AccountNumber TrueFalse  
BankAccount3_AllocatedPercentage Text  
BankAccount3_FixedAmount Text  
BankAccount3_IsEmployeeEditable Text  
PaySchedule Text  
PrimaryPayCategory Text  
PrimaryLocation Text  
PaySlipNotificationType TrueFalse  
Rate Number  
RateUnit Number  
HoursPerWeek Number  
HoursPerDay Text  
AutomaticallyPayEmployee Text  
TieredLeaveTemplate Text  
LeaveTemplate Text  
PayRateTemplate Text  
PayConditionRuleSet Text  
OverrideTemplateRate Text  
IsEnabledForTimesheets Text  
Locations Text  
WorkTypes Text  
RosteringNotificationChoices Text  
LeaveAccrualStartDateType Text  
LeaveYearStart Number  
LeaveAnniversarySetting Text  
LeaveAnniversarySettingDate Number  
EmploymentType Text  
PrimaryReportingDimensionValues Text  
IncomeTaxNumber Number  
ResidenceStatus Text  
WorkerStatus Text  
ResidenceType Text  
Nationality Text  
IdentityCardNumber Number  
PassportNumber Number  
PassportIssuingCountry Text  
EpfNumber Number  


EpfRate Number  
EisExempt TrueFalse  
SsfwNumber Number  
DependentChildren Number  


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Minimum Required Fields

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

  • Income Tax Number

  • Residence Status

  • Worker Status

  • Residence Type

  • Nationality

  • Identity Card Number

  • Passport Number

  • Passport Issuing Country

  • Epf Number

  • Epf Contribution Type

  • Epf Rate

  • Eis Exempt

  • Socso Type

  • Ssfw Number

  • Pcb Tax Borne

  • Marital Status

  • Dependent Children

NB: Admins can rearrange the file columns to make it easier to view and enter information. They can also add new optional columns to the employee data export/import file so they can input all necessary details related to employee’s compulsory tax relief.

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:


  • Tax File Number


  • Employee ID

NB: Gender information will revert to Unspecified if the gender field is deleted prior to uploading.

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
    • NSW Offices
      • Strathfield
    • QLD Offices
      • Logan

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

Deleting Data

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 support@yourpayroll.com.au

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