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Bulk-import employees via CSV file

James Nixon
Updated
EH Content Team

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

Updating your employee records individually is a very time-consuming process, which is why a CSV bulk uploading feature is essential.

This article explains how to use the Import Employees feature. This lets you choose from a pre-prepared template or your own CSV file and then bulk upload the data to your Employment Hero platform. It also includes a field mapping product so you can customise the location of specific data fields in your CSV file. Currently, you cannot use the Bulk Import feature to update Account Emails. This is due to the Account Email being used to map the changes in the CSV File to the correlating HR File.

Warning

  • Please save a copy of the exported template from your platform when downloading existing data to edit. This way, in case of a mistake, you can re-upload the file containing the information you had before editing. The platform cannot revert to old data after a CSV upload has been done, so it is important to have a backup of your original existing data.
  • Mandatory fields (marked with an asterisk [*]) cannot be removed or left blank. In all the downloadable spreadsheets, please do not remove or leave blank the following: First name, Last name, Account email, and Location.

  Interactive learning

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Getting started

Bulk upload using a CSV file

Important

Within your CSV file, address details, such as street address and country, will need to be grouped together for a successful import.

Warning

Please do not delete any of the columns in your CSV file. If you delete or remove columns in your CSV file and upload it into the platform, this will result in clearing some of your data on the platform too. This will lead to errors and affect your records and system.

  1. Click the  People menu.
  2. Click the Import Employees submenu.
  3. Choose the template you need:
    • Quick Import Employees.
    • Update Employee Employment Details.
    • Update Employee 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

Helpful Hint

This will trigger email invitations to new employees that you have just imported, inviting them to create their HR/Employment Hero Work account password in Employment Hero Work app, and begin the onboarding process.

FAQs

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 make sure a successful upload of your data below:

  • We recommend adding a personal email in the account email column. Employees will then still be able to log in to access their read-only 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.
  • Follow all naming conventions referenced in the column headers of your CSV. For example, if an employee is in multiple teams (such as HR, Admin, and Finance), you must separate those team names with the following symbol: | (in other words, it should look like this: Anne Example HR | Admin | Finance).
  • In the Update Employee Employment Details csv, Start Dates and Job Titles are interdependent. You can not complete one field without the other. 
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.

Troubleshooting

General CSV bulk import errors

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 full-time and part-time employees and you encounter an error, move the full-time employees into a separate file. Upload the part-time employees first, followed by the full-time employees. This helps prevent formatting issues and ensures a smoother update process.

Spot common formatting issues
Additional spaces Any cell that starts or ends with a space can cause an error in the upload.
Format errors

When copying from Excel to CSV, the format changes. This also changes the data, most often with numbers that have leading zeros, such as bank account codes or phone numbers.

You will need to reformat the column to a custom format that includes the zero.
Additional hyphens Bank details are the most common to have added hyphens. There should not be hyphens in these sections.
Data missing from columns linked to other columns

When inputting data into certain columns, you will need to fill out others. Examples are the banking columns and tax columns.

If you do not have all the data, it is better to delete all these related columns before you do the upload. You can come back instead when you have the data.
Missing column header Ensure every column has a header and that no data exists in a cell without a corresponding header.
Missing surnames Ensure every employee has a surname. If any surnames are missing, either remove those employees from the file or add the missing surnames.
Blank columns If optional columns (e.g., the 'Cost Centre' and 'Primary & Secondary Managers' columns) have no data, delete them from the CSV to prevent errors. Keep only mandatory fields marked with asterisks.
Missing mandatory fields Ensure all mandatory fields (marked with an asterisk) are filled out before uploading. Missing mandatory fields will cause the upload to fail.
Leading zeros appear in dates If leading zeros appear in dates where they are not allowed, revise the formatting rules and remove them.
Unnecessary sheets in the import file Having unnecessary sheets (sometimes called tabs) in the import file can lead to a failed import. Remove the data from any unneeded sheets and try the upload again.
General errors persist If general errors persist, try uploading a smaller dataset (e.g. a file with only three employees) to manually pinpoint errors before reattempting to upload the full list.
Fix row-specific errors

Important

If an import error occurs in the platform, it will show which row contains the error. However, note that the platform starts counting from the first employee in your CSV file and ignores the heading row.

For example, if the platform reports an error on row 10, look at row 11 in your Excel file to find and fix the issue.

To resolve import errors, follow the below steps:
 

  1. Download the file from the platform.
  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.)CSV file import errors
  3. Re-upload the corrected CSV file.

Which data fields are in each downloadable CSV file?

Which fields are in the 'Update Employee Employment Details' spreadsheet?
  • Type [Employee | Contractor]
  • First name [*]
  • Last name [*]
  • Account email [*]
  • Employing entity
  • Employee code
  • Location [*]
  • Primary cost centre
  • Additional cost centres [separate additional cost centres with '|']
  • Employment type [Full-time | Part-time | Casual]
  • Job title Group [separate multiple groups with '|']
  • Primary manager email
  • Secondary manager email
  • Start date [dd/mm/yyyy]
  • System access date [dd/mm/yyyy]
  • Termination date [dd/mm/yyyy]
  • Termination type
  • Termination Comment
  • Length of probation
  • Company email
  • Company mobile
  • Company landline
  • Home Country [if Income Type = working_holiday_makers. e.g. GB, IE, FR]
  • Income Type [salary_and_wages | closely_held_payees | working_holiday_makers]
Which fields are in the 'Update Employee Payee Details (Xero, MYOB)' spreadsheet?
  • First name [*]
  • Last name [*]
  • Account email [*]
  • Employing entity
  • Synchronise with payroll
  • Hours/days per week
  • Pay Normal Working Hours By Default [Yes | No]
  • Anniversary date [dd/mm/yyyy]
  • Salary
  • Salary option
  • EPF [%]
  • Pay schedule
  • Pay category
  • Pay details - Effective from [dd/mm/yyyy]
  • Ordinary work hours
  • Timesheets [Enabled | Disabled | EnabledForExceptions]
  • Location [*]
Which fields are in the 'Update User Pay Details (Employment Hero Payroll, KeyPay, Quickbooks Online)' spreadsheet?
  • First name [*]
  • Last name [*]
  • Account email [*]
  • Employing entity
  • Synchronise with payroll [Yes | No]
  • Hours/days per week
  • Pay Normal Working Hours By Default [Yes | No]
  • Industrial instrument
  • Classification
  • Pay rate template
  • Anniversary date [dd/mm/yyyy]
  • Currency
  • Salary
  • Salary option [Annum | Month | Fortnight | Hour]
  • Override template rate [Yes | No]
  • EPF [%]
  • Pay schedule
  • Pay category
  • Pay details - Effective from [dd/mm/yyyy]
  • Leave allowance template
  • Ordinary work hours
  • Timesheets [Enabled | Disabled | EnabledForExceptions]
  • Location [*]
  • Home Country [if Income Type = working_holiday_makers. e.g. GB, IE, FR]
  • Income Type [salary_and_wages | closely_held_payees | working_holiday_makers]
Which fields are in the 'Advanced Import Employees (including pay details)' spreadsheet?
  • Type [Employee | Contractor]
  • Title [Mr | Ms | Mrs | Miss | Dr | Mx]
  • First name [*]
  • Last name [*]
  • Middle name
  • Preferred name
  • Gender [Female | Male | Non-binary | Prefer not to say]
  • Employee address line 1
  • Employee address line 2
  • Employee address suburb
  • Employee address postcode
  • Employee address state
  • Employee address country
  • Trading name
  • Nationality
  • Date of birth [dd/mm/yyyy]
  • ABN
  • Marital status [Single | Married | In a Relationship | Prefer not to say]
  • Account email [*]
  • Employing entity
  • Personal mobile number
  • Home phone
  • Employee code
  • Location [*]
  • Primary cost centre
  • Additional cost centres [separate additional cost centres with '|']
  • Employment type [Full-time | Part-time | Casual]
  • Job title
  • Actual weekly hours/days
  • Pay Normal Working Hours By Default [Yes | No]
  • Group [separate multiple groups with '|']
  • Industrial instrument
  • Classification
  • Pay rate template
  • Anniversary date [dd/mm/yyyy]
  • Currency
  • Salary
  • Salary option [Annum | Month | Fortnight | Hour]
  • Override template rate [Yes | No]
  • EPF [%]
  • Pay schedule
  • Pay category
  • Pay details - Effective from [dd/mm/yyyy]
  • Leave allowance template
  • Ordinary work hours
  • Timesheets [Enabled | Disabled | EnabledForExceptions]
  • Primary manager email
  • Secondary manager email
  • Start date [dd/mm/yyyy]
  • System access date [dd/mm/yyyy]
  • Termination date [dd/mm/yyyy]
  • Termination type
  • Termination Comment
  • Length of probation
  • Company email
  • Company mobile
  • Company landline
  • Bank Account 1 Statement Text
  • Bank Account 1 Account Name
  • Bank Account 1 Account BSB
  • Bank Account 1 Account Number
  • Bank Account 1 Allocated Percentage
  • Bank Account 1 Fixed Amount
  • Bank Account 2 Statement Text
  • Bank Account 2 Account Name
  • Bank Account 2 Account BSB
  • Bank Account 2 Account Number
  • Bank Account 2 Allocated Percentage
  • Bank Account 2 Fixed Amount
  • Bank Account 3 Statement Text
  • Bank Account 3 Account Name
  • Bank Account 3 Account BSB
  • Bank Account 3 Account Number
  • Bank Account 3 Allocated Percentage
  • Bank Account 3 Fixed Amount
  • Super Choice [Regulated | SMSF | Company nominated]
  • Super Fund Name
  • Super Fund ABN
  • SPIN/USI
  • ESA
  • Super Member Number
  • Super Account Name
  • SMSF Account Name
  • SMSF BSB
  • SMSF Account Number
  • Emergency Contact 1 Name
  • Emergency Contact 1 Relationship
  • Emergency Contact 1 Phone (daytime)
  • Emergency Contact 1 Phone (after hours)
  • Emergency Contact 1 Mobile
  • Emergency Contact 1 Contact Type
  • Tax File number
  • Tax Resident [Yes | No | WHM]
  • Tax Free Threshold [Yes | No]
  • Tax Help Debt [Yes | No]
  • Tax Financial Supplement Debt [Yes | No]
  • Home Country [if Income Type = working_holiday_makers. e.g. GB, IE, FR]
  • Income Type [salary_and_wages | closely_held_payees | working_holiday_makers]
  • Synchronise with payroll [Yes | No]
  • Passport Expiry Date
  • Work Pass Type [Visitor Pass | Professional Visitor Pass | Employment Pass | Student Pass | Residence Pass | Long Term Social Visit Pass | Others]
Which fields are in the 'Quick Import Employees' spreadsheet?
  • First name [*]
  • Last name [*]
  • Account email [*]
  • Employing entity
  • Location [*]
Which fields are in the 'Update Employee Additional Information' spreadsheet?
  • First name [*]
  • Last name [*]
  • Account email [*]
  • Employing entity
  • Location [*]
Which fields are in the 'Update Employee Custom Work Hours' spreadsheet?
  • First name [*]
  • Last name [*]
  • Account email [*]
  • Employing entity
  • Format [Standard daily | Custom Time | Custom Hours]
  • Custom weeks [1 | 2]
  • Ordinary work day
  • Allowed work sites/positions
  • Sun 1 work site
  • Sun 1 position
  • Sun 1 start time
  • Sun 1 end time
  • Sun 1 break start time
  • Sun 1 break end time
  • Sun 1 hours
  • Mon 1 work site
  • Mon 1 position
  • Mon 1 start time
  • Mon 1 end time
  • Mon 1 break start time
  • Mon 1 break end time
  • Mon 1 hours
  • Tue 1 work site
  • Tue 1 position
  • Tue 1 start time
  • Tue 1 end time
  • Tue 1 break start time
  • Tue 1 break end time
  • Tue 1 hours
  • Wed 1 work site
  • Wed 1 position
  • Wed 1 start time
  • Wed 1 end time
  • Wed 1 break start time
  • Wed 1 break end time
  • Wed 1 hours
  • Thu 1 work site
  • Thu 1 position
  • Thu 1 start time
  • Thu 1 end time
  • Thu 1 break start time
  • Thu 1 break end time
  • Thu 1 hours
  • Fri 1 work site
  • Fri 1 position
  • Fri 1 start time
  • Fri 1 end time
  • Fri 1 break start time
  • Fri 1 break end time
  • Fri 1 hours
  • Sat 1 work site
  • Sat 1 position
  • Sat 1 start time
  • Sat 1 end time
  • Sat 1 break start time
  • Sat 1 break end time
  • Sat 1 hours
  • Sun 2 work site
  • Sun 2 position
  • Sun 2 start time
  • Sun 2 end time
  • Sun 2 break start time
  • Sun 2 break end time
  • Sun 2 hours
  • Mon 2 work site
  • Mon 2 position
  • Mon 2 start time
  • Mon 2 end time
  • Mon 2 break start time
  • Mon 2 break end time
  • Mon 2 hours
  • Tue 2 work site
  • Tue 2 position
  • Tue 2 start time
  • Tue 2 end time
  • Tue 2 break start time
  • Tue 2 break end time
  • Tue 2 hours
  • Wed 2 work site
  • Wed 2 position
  • Wed 2 start time
  • Wed 2 end time
  • Wed 2 break start time
  • Wed 2 break end time
  • Wed 2 hours
  • Thu 2 work site
  • Thu 2 position
  • Thu 2 start time
  • Thu 2 end time
  • Thu 2 break start time
  • Thu 2 break end time
  • Thu 2 hours
  • Fri 2 work site
  • Fri 2 position
  • Fri 2 start time
  • Fri 2 end time
  • Fri 2 break start time
  • Fri 2 break end time
  • Fri 2 hours
  • Sat 2 work site
  • Sat 2 position
  • Sat 2 start time
  • Sat 2 end time
  • Sat 2 break start time
  • Sat 2 break end time
  • Sat 2 hours

Other fields (A to Z)

A - F
Account email Account emails can only be changed within the person's profile, not via CSV. If you change someone's account email in the CSV, you will create a new employee.
Account Number Columns
  • Spaces in the numbers.
  • Hyphens in the numbers.
  • Including alpha characters.
Additional Cost Centres
  • Not utilising the '|' symbol to separate multiple additional cost centres.
Date of birth Not in dd/mm/yyyy format.
Employing Entity Misspelling.
Employment type [Full-time | Part-time | Casual]
  • Misspelling.
  • Inputting a type that is not listed.
End Date Not in dd/mm/yyyy format.
G - L
Gender [Female | Male | Non-binary | Prefer not to say]
  • Misspelling.
  • Inputting a type that is not listed.
Home Phone
  • Leading zero being dropped.
  • Spaces being added.
Job Title Leaving empty.
Leave allowance templates Renaming leave allowance templates (LATs) in the Employment Hero platform ensures that each template has a unique name.
Line 1 contains empty header or columns
 		 This occurs when the CSV file has empty columns at the end of the document. To open this, open the file, delete or all needed 'Columns' and then save as CSV again.
Line 0 unfortunately an error has occurred
 		 This error typically occurs when mandatory columns are removed from the CSV file. To learn about what columns are required when updating specific fields, refer to this article's CSV fields to update together section.
M - R
Marital status [Single | Married | In a Relationship]
  • Misspelling.
  • Inputting a type that is not listed.
Nationality
  • Listing a nationality that is not listed.
  • Misspelling.
Pay category
  • Misspelling.
  • Inputting an option that does not exist in your platform.
Pay schedule
  • Misspelling.
  • Inputting an option that does not exist in your platform.
Personal Mobile Number
  • Leading zero being dropped.
  • Spaces being added.
Primary Cost Centre
  • Not utilising the '|' symbol to separate multiple additional cost centres.
Primary Manager Email
  • Putting an email that is not the account email for the manager.
  • Putting the manager's name instead of an email.
S - Z
Salary option [Annum | Month | Week | Hour]
  • Misspelling.
  • Inputting a type that is not listed.
Secondary Manager Email
  • Putting an email that is not the account email for the manager.
  • Putting the manager's name instead of an email.
Start Date Not in dd/mm/yyyy format.
Team [separate multiple teams with '|'] Not utilising the '|' symbol to separate multiple teams.
Termination Date
  • Not in dd/mm/yyyy format.
  • Missing when termination type is populated.
Timesheets [Enabled | Disabled | EnabledForExceptions]
  • Misspelling.
  • Inputting a type that is not listed.
Title [Mr | Ms | Mrs | Miss | Dr | Mx]
  • Misspelling.
  • Adding a full stop at the end.
  • Inputting a type that is not listed.
Type [Employee | Contractor]
  • Misspelling.
  • Inputting a type that is not listed.

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