How do I import employees via CSV via the HR platform?

Available for the following HR plans: Free, Standard, Premium, Platinum
Available for the following user access level: Admin      

The Import Employees feature is the HR platform's CSV Uploading product. It allows you to choose from a pre-prepared template or your own CSV file and then upload this data into your HR platform. The feature also includes a CSV column to HR platform Field Mapping feature, meaning that you can choose what data fields in your CSV update what fields within your HR platform.

Getting started

Upload a CSV file
    1. Click the  People menu.
    2. Click the Import Employees submenu.
    3. Choose the template you need:
      • Update Employee Employment Details.
      • Update Employee Pay Details (Xero, MYOB Account Right).
      • Update User Pay Details (Employment Hero Payroll, KeyPay, QuickBooks Online).
      • Advanced Import Employees (including pay details).
      • Quick Import Employees.
      • Update Employee's Custom Fields.
    4. Choose whether to:
      • Include existing user information.
      • Include terminated users.
    5. Click the Download button.
      screenshot of the import employees screen, highlighting the download button
    6. Enter the required details in the template you downloaded.
    7. Save the changes you made to the file.
    8. To upload the edited file, you can either:
      • Click the Upload tile and select the file; Or
      • Drag the file to the Upload tile.
      screenshot of the import employees screen, highlighting the upload tile
    9. Click the Yes button.
      screenshot of the import file popup, highlighting the yes button
    10. Map the columns in the CSV file to the correct fields in the HR platform.

      Important

      If the Contract Type column is included in the CSV then it must have one of the available options (Permanent or Fixed Term) filled in - it cannot be left blank.

    11. Click the Continue button.
      screenshot of the import employees page, highlighting the continue button

      Helpful Hint

      The platform will show a list of any errors that need to be corrected. Otherwise, you will see the Imported Successfully page, where you can see the number of employee records created or updated. You can click the Go to Employee Page button to view them.

      screenshot of the import employees page, showing that the import was successful

Further information

How do I get the most out of this feature?

We would recommend using the pre-prepared sample CSV templates available. We have listed some tips on how to best use these templates and guarantee a successful upload of your data below:

  • We recommend adding a personal email in the Account Email column. This means that employees will still be able to log in to access their read-only employee information after they leave your organisation. 
  • Do not use a generic email for your employees, for example, info@company.com
  • If you receive any error messages during your upload, the error message always corresponds to the following row. For example, an error in row one means the error is in row two, and so on. 
  • Fields with an asterisk are mandatory fields, and you must complete these fields.
  • Please follow all naming conventions referenced in the column headers of your CSV. For example, if an employee is in multiple teams, you must separate them with a | i.e. HR | Admin | Payroll.
  • In the Update Employee Employment Details csv, Start Dates and Job Titles are interdependent. You can not complete one field without the other. 
  • In the Advanced Import Employees (including Pay Details) csv, Salary and Pay Details effective date are interdependent. You can not complete one field without the other. 
  • Downloading the Advanced Import Employees (including Pay Details) csv removes the leading zeroes from sort codes and account numbers. You must reformat these columns by making the column custom and adding six zeros for sort codes and eight zeros for account numbers. 
How do I update employee teams and reporting lines?

We recommend you have your employees' data in Employment Hero before you assign their teams and managers. You can then use the Update Employment Details template to assign teams and primary/secondary managers to employees in bulk.

Where to use the clear feature: Personal details

You can only use the <<clear>> feature in the following Personal Details columns:

  • Address_Country.
  • Address_Postcode.
  • Address_State.
  • Address_Street.
  • Address_Suburb.
  • Date of birth [dd/mm/yyyy].
  • Gender [Female | Male | Non-binary | Prefer not to say].
  • Home phone.
  • Marital status [Single | Married | In a Relationship].
  • Middle name.
  • Nationality.
  • Personal mobile number.
  • Preferred name.
  • Title [Mr | Ms | Mrs | Miss | Dr | Mx].
Where to use the clear feature: Employment details

You can only use the <<clear>> feature in the following Employment Details columns:

  • Company email.
  • Company landline.
  • Company mobile.
  • Length of probation.
  • Payroll code.
  • Primary cost centre.
  • Primary manager email.
  • Secondary manager's email.
  • Team [separate multiple teams with ' | ' e.g. Accounts | Engineering | Sales].
Where to use the clear feature: Emergency contacts

You can only use the <<clear>> feature in the following Emergency Contact columns:

  • EmergencyContact1_Name
  • EmergencyContact1_Relationship
  • EmergencyContact1_Phone (daytime)
  • EmergencyContact1_Phone (after hours)
  • EmergencyContact1_Mobile
What are the mandatory CSV fields
CSV Column Name. Platform Field Location. Notes.
First name. Personal details.  
Last name. Personal details.  
Account email. Personal details.  
Location. Employment details.  
What are the fields I cannot leave blank 
CSV Column Name. Platform Field Name. Notes.
Primary cost centre. Employment details.  
Additional cost centres. Employment details. Separate additional cost centres with a |.
Primary manager email. Employment details.  
Industrial instrument. Pay details: Salary history.  
Classification. Pay details: Salary history.  
Pay rate template. Pay details: Salary history.  
Pay schedule. Pay details: Salary history.  
Pay category. Pay details: Salary history.  
Leave allowance template. Pay details: Salary history.  
CSV fields that need updating together: Bank accounts

If you need to update the bank account details stored on your HR platform in bulk, you will need to update all the following fields together:

  • BankAccount1_AccountName.
  • BankAccount1_AccountBSB.
  • BankAccount1_AccountNumber.
  • BankAccount1_AllocatedPercentage (Not applicable for Xero payroll).
  • BankAccount1_FixedAmount (Will always hold the remaining balance. Please enter 'Remaining').

You can only have one of the below columns in a row:

  • BankAccount1_AllocatedPercentage (Not applicable for Xero payroll).
  • BankAccount1_FixedAmount (Will always hold the remaining balance. Please enter 'Remaining').
CSV fields that need updating together: Employment history

If you need to update the Employment History details stored on your HR platform in bulk, you will need to update all the following fields together:

  • Employment type (Full-time | Part-time | Casual).
  • Job title.
  • Start date (dd/mm/yyyy).
  • Contract type.
CSV fields that need updating together: Contract type field

If the Contract Type column is included in the CSV, then it must have one of the available options of Permanent or Fixed Term filled in; you can not leave it blank. As such, if some employees do not have a contract type listed, an error will display that prevents the successful upload because their field is left blank.  However, as the Contract Type field is optional, then it does not need to be included in the CSV. As such, the whole column can be removed from the CSV so the import can be made successfully.

CSV fields that need updating together: Superannuation

If you need to update the Superannuation details stored on your HR platform in bulk, you will need to update all the following fields together:

  • The mandatory columns will depend on the Super Choice
    • Super Choice [Regulated | SMSF | Company nominated].
  • If you chose the Regulated or Company-nominated option, the below columns are mandatory:
    • Super Fund Name.
    • Super Fund ABN.
    • SPIN/USI.
    • Super Member Number.
    • Super Account Name.
  • If you chose the SMSF option, the below columns are mandatory:
    • Super Fund Name.
    • Super Fund ABN.
    • ESA.
    • Super Member Number.
    • Super Account Name.
    • SMSF Contact Email.
    • SMSF Account Name.
    • SMSF BSB.
    • SMSF Account Number.
CSV fields that need updating together: Pay details

Important

Xero customers can use the CSV Pay Detail template to make bulk changes, however for each employee you update, you will need to follow steps seven onwards of Xero Salary history article make sure the updated salary details sync through to your Xero platform.

If you need to update the Pay details stored on your HR platform in bulk, you will need to update all the following fields together:

  • Industrial instrument.

Important

If an employee is on an Industrial Instrument, you must also complete the Anniversary Date column

  • Classification.
  • Pay rate template.
  • Salary.
  • Salary option (Annum | Month | Fortnight | Hour | Day).

You will need to enter data into the Pay Details - Effective From column, if you update any of the of the following columns:

  • Industrial instrument.

Important

If an employee is on an Industrial Instrument, you must also complete the Anniversary Date column

  • Classification.
  • Pay rate template.
  • Anniversary date (dd/mm/yyyy).
  • Salary.
  • Salary option (Annum | Month | Fortnight | Hour | Day).
  • Override template rate.
  • Pay schedule.
  • Pay category.
  • Leave allowance template.
  • Superannuation (%).

Explore related content

Was this article helpful?
0 out of 5 found this helpful

Comments

0 comments

Please sign in to leave a comment.