Add employees in bulk via CSV file

1. Click  People on the main menu.
2. Select Import Employees from the submenu.
3. Choose which one of the templates you need:
   • Update Employee Employment Details
   • Advanced Import Employees (including pay details)
   • Quick Import Employees
   • Update Employee's Custom Fields
   • Update employee custom work hours
4. Tick or leave the following checkboxes as appropriate:
   • Include existing user information (If you select this, 2FA will be required to access sensitive data such as tax details.)
   • Include terminated users
5. Click the Download button.
6. Enter the required details in the template you downloaded. If you want employees to be added to your pay runs, please ensure these fields are completed. 
7. Save the changes you made to the file.
8. Upload the file by clicking or dragging it into the Click or Drag file(s) here to upload tile.
9. Click the Yes button.
10. Map the columns in the CSV file to the correct fields in the Employment Hero platform. (If the CSV file includes the Contract Type column, select either Permanent or Fixed Term as the field cannot be blank.)
11. Click the Continue button.
12. If there are any errors on the CSV file, you'll need to resolve the errors before you can move on. You'll see a list outlining the errors in EH, go back to your CSV file and make the changes. Save your edited file and upload to Employment Hero again and click continue. For more tips, check out our Troubleshooting section below.
13. New employees will now receive an email invitation prompting them to create their Employment Hero Work account password and begin the onboarding process.
14. Check the Imported Successfully page, which shows the number of employee records created and updated. (Refer to this article's Troubleshooting section if import errors apply.)
15. Click the Go to Employee List page if you would like to review the employee data.

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

• We recommend adding a personal email in the Account Email column. Enabling a valid personal email address for login purposes ensures employees will still be able to access their read-only employee information after they leave your organization.
• Do not use a generic email for your employees, such as 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; an error in row two means the error is in row three (and so on).
• Remember that fields with an asterisk are always mandatory.
• Follow the naming conventions used in the column headers of your CSV. For example, if an employee belongs to multiple teams (such as HR, Admin, and Payroll), separate the team names using the | symbol. The correct format should look like this: John Smith HR | Admin | Payroll.
• In the Update Employee Employment Details CSV, remember that the Start Dates and Job Titles fields are interdependent. You can not complete one field without the other.

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.

If you receive general errors when bulk-updating employees via a CSV file, try splitting them into separate files based on key differences (such as employment type). Then, upload each file separately.

For example, if your CSV includes both hourly and salaried employees and you encounter an error, move the hourly employees into a separate file. Upload the salaried employees first, followed by the hourly employees. This helps prevent formatting issues and ensures a smoother update process.

To resolve import errors, follow the below steps:
 

1. From the platform, re-download the file that had the import error.
2. Open the downloaded file and fix the errors. (The errors will appear in red text in the Resolve Errors section and will display the row in which the error needs to be resolved.)
3. Re-upload the corrected CSV file.

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)