Once you've downloaded and completed your import template, you can import this data into Sage HR to either create an employee profile or to update existing profiles.
📎NOTE: It isn't possible to import employees using an Excel template when you use Sage HR integrated with Sage Payroll.
Using the template to update existing employees?
Emails must match
If you're using the import template to update details of employees that already exist in Sage HR, the email address must match. If it doesn't, Sage HR will create a new duplicate employee profile.
Leaving Position and Location fields blank
When updating employee details, if you leave the Position and Location fields blank in the template, this will wipe all existing information within the employee record.
Step 1 - Download and complete the import template
If you haven't already, download and complete your import template. This is what you need to complete the next step.
📎NOTE: Make sure to use our Sage HR Employee Import Checklist to ensure no details are missed, deleted, or profiles accidentally duplicated.
Make sure the email address is correct, and do not leave the Position or Location fields blank if you're updating information.
Step 2 - Select your import file to import
When your import file is ready, you can import it.
On the main menu, click Company.
Click the dropdown next to Add employee, then click Import employees.
Click Select file and locate and select your Excel import file, then click Open.
📎NOTE: If you have the Leave Management module, you also have an option at this point to assign all employees listed in the import file to the relevant time off policies.
Once done, click Import employees.
Allow time for your employee details to show in Sage HR.
📎NOTE: Employees aren’t invited at this stage. You only send out welcome emails to your employees once you have set everything up and are ready to proceed.
Step 3 - Check your imported data
After the import is complete, you need to check that the details you've imported are correct.
On the main menu, click Reports, then Employee Data.
Click Custom reports, then click New.
In the title, enter Employee data.
Select the fields to include in this report.
Scroll down and click Save.
Check that the details of your employees are correct.
📌TIP: Use our Sage HR Employee Import Checklist.
⚠CAUTION: The email address must be correct; otherwise, the employee can't log in.
Step 4 - Correct any mistakes
If you spot a mistake or a spelling mistake, you should correct it at this stage:
Click the first name of the relevant employee.
Correct the relevant information in their profile, then click Save.
Next steps
Finish setting up the employee
If you've already set up your company, you should finish setting up the employee for anything that wasn't included in the import template.
Send a welcome email to employees
When the employee is fully set up in Sage HR, send them their welcome email so they can create their Sage account login for Sage HR.
If they already have a Sage account, they can log in to your company as soon as you've added them.