1. Click the  People menu.
2. Click the Import Employees submenu.
3. Choose the template you need:
   • Update Employee Employment Details.
   • Advanced Import Employees (including pay details).
   • Quick Import Employees.
   • Update Employee Custom Fields.
4. Choose whether to:
   • Include existing user information.
   • Include terminated users.
5. Click 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 choose to do one of the following actions:

   • Click the Upload tile and select the file; or
   • Drag the file to the Upload tile.

   

9. Click 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.
     

    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.

    

We recommend you use 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.
• 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 Payroll), you must separate those team names with the following symbol: | (in other words, it should look like this: John Smith 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.

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.

When using the Personal Details platform field location, you can only use the <<clear>> feature in the following columns:

• Address_Country.
• Address_Postcode.
• Address_State.
• Address_Suburb.
• Address_line 2
• Address_line 1.
• 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.
• Preferred name.
• Nationality.
• Personal mobile number.
• Preferred name.
• Title [Mr | Ms | Mrs | Miss | Dr | Mx].

When using the Employment Details platform field location, you can only use the <<clear>> feature in the following columns:

• Company email.
• Company landline.
• Company mobile.
• Length of probation.
• Employee code.
• Primary cost centre.
• Primary manager email.
• Secondary manager's email.
• Team [separate multiple teams with ' | ' e.g. Accounts | Engineering | Sales].

When using the Emergency Contacts platform field location, can only use the <<clear>> feature in the following columns:

• EmergencyContact1_Name
• EmergencyContact1_Relationship
• EmergencyContact1_Phone (daytime)
• EmergencyContact1_Phone (after hours)
• EmergencyContact1_Mobile

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_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').
• Sync with payroll

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).

If you need to update the KiwiSaver details stored on Employment Hero in bulk, you will need to update all the following fields together:

• Is KiwiSaver Enrolment Status [Automatically Enrol/Opt In/Savings Suspension/Opt Out/Not Enrolled/Ineligible]
• KiwiSaver Ineligibility Reason [Not A Citizen Permanent Resident/Not Normally Living In New Zealand/Under 18 Years Of Age]
• KiwiSaver Employee Contribution [3, 4, 6, 8, 10%]
• KiwiSaver Employer Contribution %
• KiwiSaver Opt Out Date [dd/mm/yyyy]
• KiwiSaver Savings Suspension From Date [dd/mm/yyyy]
• KiwiSaver Savings Suspension To Date [dd/mm/yyyy]

If you need to update the Pay details stored on Employment Hero in bulk, you will need to update all the following fields together:

• Salary.
• Salary option (Annum | Month | Fortnight | Hour | Day).

You will need to enter data into the CSV column 'Pay details - Effective from' if you update any of the of the following columns:

• Salary.
• Salary option (Annum | Month | Fortnight | Hour | Day).
• Override template rate.
• Pay schedule.
• Pay category.
• Leave allowance template.
• Kiwisaver (%).

• 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]

• 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
• KiwiSaver [%]
• Pay schedule
• Pay category
• Pay details - Effective from [dd/mm/yyyy]
• Ordinary work hours
• Timesheets [Enabled | Disabled | EnabledForExceptions]
• Location [*]

• 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]
• KiwiSaver [%]
• 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]

• 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]
• KiwiSaver [%]
• 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]

• First name [*]
• Last name [*]
• Account email [*]
• Employing entity
• Location [*]

• First name [*]
• Last name [*]
• Account email [*]
• Employing entity
• Location [*]

• 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