Skip to main content
English (Canada) English (United Kingdom) English (Malaysia) English (New Zealand) English (Singapore)

Import workers via CSV

Updated

Available for the following HR plans: Premium, Platinum

Use a CSV file to import multiple people into Employment Hero at once. Each person in the file is added to your organisation, and new workers receive an email invitation to Employment Hero.

To add a single worker without a CSV file, see Quick add a worker.

Before you start

  • CSV import doesn't support HeroForce employees yet. The import includes only non-HeroForce employees.
  • The upload accepts CSV files only, up to 25 MB.
  • The Type column must be Employee, Contractor or Volunteer. Contractors have additional rules, covered in the Contractor rules section.
Import people
  1. Click the People menu and select Import people.

  2. Choose the template that matches the information you want to import:

    • Update Employee Employment Details: updates the employment details of employees.
    • Update Employee Pay Details (Xero, MYOB): updates the pay details of employees connected to Xero or MYOB.
    • Update User Pay Details (Employment Hero Payroll, KeyPay, Quickbooks Online)
      Import people page showing the CSV template options

    The Download button becomes available once you select a template.

  3. Tick or leave the following checkboxes as needed:
    • Include existing user information is ticked by default. If it stays ticked, two-factor authentication (2FA) is required to access sensitive information, such as tax details.
    • Include terminated users is unticked by default. Tick it to include terminated users in the template.
  4. Click Download.
  5. Open the file in a spreadsheet app and enter the details. Required columns are marked with an asterisk (*) in the header row.
  6. Check that the Type column is correct: Employee, Contractor or Volunteer.
  7. Save the file as a CSV (.csv). Don't save it as an Excel (.xlsx) or Apple Numbers file, because the upload accepts CSV files only.
  8. Upload the file by clicking or dragging it into the Click or Drag file(s) here to upload box.
  9. In the Import File dialog, check that the organisation name shown is the one you want to import into, then click Yes.
  10. On the Map Your Columns screen, match each column in your file to the correct Employment Hero field. The left side shows the first few values in each column to help you check the match. If your file includes a Contract Type column, each row must have either Permanent or Fixed Term, because this field can't be blank.
  11. Click Continue.
Fix errors

If the import finds errors, the Resolve Errors screen lists each one by row number. Row numbers count the rows of data in your file, so row 1 is the first person below the header row.

  1. Click the file name on the Resolve Errors screen to download the file.
  2. Open the file and correct each error. Tick the checkbox beside each error as you fix it.
  3. Upload the corrected file in the Click or Drag file(s) here to upload box, then click Continue.

The Continue button stays unavailable until you upload the corrected file.

Common errors:

Error message How to fix it
Home Country field cannot be blank. Enter the person's home country.
"Employing Entity" column is not required for a(n) Contractor. Clear that column for the contractor. The same error can appear for Team, Company Email, Company Mobile and Company Landline. See the Contractor rules section.
"Trading Name" cannot be blank. Enter the contractor's trading name.

Contractor rules

  • Enter a trading name.
  • Leave these columns blank: Employing Entity, Team, Company Email, Company Mobile and Company Landline.

What happens next

After the import is complete, new workers receive an email invitation to create their Employment Hero password and begin the onboarding process.

Related articles