You’re on our Australian website
×
You’re on our Australian website
×

Loading employees via CSV

Overview

In this workshop, you’ll learn how to use the Import Employees feature of Employment Hero. With this feature, you can either choose a pre-prepared template or upload your own CSV file to add employee data to the platform

This step is essential if you’re not integrating with payroll or currently building Employment Hero Payroll, and it’s the first step in starting your Employment Hero Implementation.

Step-by-Step Guide

There are two options to add your employees in bulk to Employment Hero. One is through a CSV upload, where employees are imported once you upload a CSV file.

The other is through the payroll integration, in which employees from your payroll platform are brought into Employment Hero HR through the connection between the two platforms.

Importing your employees via CSV is a quick and easy way to create a file for each of your employees in Employment Hero.

Once your employees have been created you will be able to add more information to their files and invite them to join you on the platform when you’re ready to launch.

There are multiple CSV templates available in Employment Hero. In this workshop, we will be using the Quick Import Employees template, which requires you to fill out mandatory fields such as the employee’s first name, last name, account email and location.

Locations not only represent your physical business locations, but also the location of your employees. You can be as specific as you need to be with your location naming conventions, for example, you could base your location name on a city, state, physical address or even call it “Head Office”.

You can set up multiple business locations, however you can only assign an employee to one location at a time. When you assign a location to an employee, this will dictate their leave calendar.

It’s important your employees are listed in the location they reside. This is very important for organisations that may operate in more than one state or country.

Remember, If your business operates in more than one country, ensure you have listed a location for each country your employees reside.

Each location ties into a specific public holiday calendar, which we will cover in the Time & Attendance workshop.

In Employment Hero, you will come across three email address fields: Account email, Company email and Personal email.

Account email
The Account email is the login email to Employment Hero HR. It is also the unique identifier, meaning it is how Employment Hero knows which employee is which.

If you intend to connect to a payroll solution at any point in the future, it is important that you import your employees using the same email address they use in your payroll system.

Note: Once you have added the Account email to an employee file, it cannot be updated via a CSV upload. You will need to manually update the Account email in each employee’s file. They will receive an email in which they will need to verify the account email change for the change to take effect.

Company email
The Company email field is where you can list an employee’s work email.
As long as you have an email listed here, all other notifications such as certifications, timesheets, leave requests will be sent here.

Personal email
This field is for recording purposes only and it doesn’t have any impact on the HR platform.

At Employment Hero, we recommend using an employee’s personal email address as the account email. If you use a personal email address, your employees will be able to access their historical HR Documents and Employment Information for years to come, even if they are no longer employed by you.

Follow the steps below to import your employees via CSV:

  • Select People from the side panel
  • Then select Import Employees
  • Select the Quick Import Employees CSV template and download
  • Complete the mandatory fields – First name, last name, account email, legal entity and location
  • Save this document as a CSV file
  • Click or drag your saved CSV file into Step 2 and click Yes
  • You will see the “Map your columns” screen, ensure that your columns are matched to the correct Employment Hero fields
  • Click Continue
  • Your employee information will begin uploading and you will see an “Imported Successfully” confirmation screen if your upload was successful
  • If you do receive any conflicts, please read the notes provided as it will direct you to the specific cell that’s causing the issue for you when uploading your employee information.

Once you have loaded your employees and resolved any conflicts, you can view your employees by navigating to People and selecting Employee List.

Their status will show as Pending until they have been invited to the platform and activated their profile, but remember as you are most likely in Setup mode, your employees will not be aware that their profiles have been added in Employment Hero.

Once you have followed these steps you have successfully completed step one in your implementation training.

To continue setting up your platform we recommend watching the following workshops:

  • Organising Employees: This workshop will help to set up reporting lines, teams and your organisation chart.
  • Time and Attendance: This workshop will go through leave, timesheets and more payroll integration considerations (if applicable).

Checklist

  • Complete the mandatory fields in the Quick Import Employees template and save as a CSV file.
  • If your business operates in more than one country, ensure you have created a location for each country your employees reside.
  • Ensure you have matched the right columns to the right Employment Hero fields
  • If you do receive conflicts, please ensure to read through the conflict notes, amend the information in the CSV file and re-upload.

FAQs

The mandatory fields for the Quick Import Employees template are the employees first name, last name, account email and location.

Locations not only represent your physical business locations, but also the location of your employees.

You can set up multiple business locations, however you can only assign an employee to one location at a time.

It’s important your employees are listed in the location they reside. This is very important for organisations that may operate in more than one state or country.

Each location ties into a specific public holiday calendar.

he Account email is the login email to Employment Hero HR. It is also the unique identifier, meaning it is how Employment Hero knows which employee is which.

At Employment Hero, we recommend using an employee’s personal email address as the account email. If you use a personal email address, your employees will be able to access their historical HR Documents and Employment Information for years to come, even if they are no longer employed by you.

Once you have added the Account email to an employee file, it cannot be updated via CSV. You will need to manually update the Account email in each employee’s file. They will receive an email in which they will need to verify the account email change for the change to take effect.

The Company email field is where you can list an employee’s work email.
As long as you have an email listed here, all other notifications such as certifications, timesheets, leave requests will be sent here.

Employment Hero will provide you with conflict notes which will explain the error and the specific cell that has caused the error. Download the CSV file that has been provided and amend the values in those cells. Remember to save your CSV file and re-upload.

The Pending status means that your employees have not been invited to Employment Hero as yet, and have therefore not activated their profile.

Explore by industry