If you have lots of employees to add to Sage HR, you can save time by importing your employee details, rather than adding each employee individually.
To help you capture all the necessary details to import, you can download and complete an Excel template.
Download the import template
On the main menu, click Company.
Click the dropdown next to Add employee, then click Import employees.
Click the Download our template link.
In your Downloads folder, locate and open the Sage HR Import Template Excel file.
Enter your employee details in each of the data fields.
Once complete, save the changes.
Template data fields
To import your employee details, the import file must have the following fields:
⚠CAUTION: Don't edit the format of the import file; only enter data in the relevant fields.
Required employee data fields
First name
Last name
Work email - This is what the employee will use to sign into Sage HR. This is case-sensitive, so ensure there are no capital letters
⚠CAUTION: When updating existing employees with the Import template, the email address must match, or Sage HR creates a duplicate profile.
Password - Must be at least eight characters long and must match at least three out of these four conditions: a lowercase letter, an uppercase letter, a number, and a special character
📎NOTE: If you're using the import template to update an existing employee's details, you can leave this field blank. Employees can continue to use their existing password.
If you're using the import template to create an employee record, you can leave this field blank. However, you'll need to resend them a welcome email so they can create their password.
Employment start date - This field must be formatted as Date as DD/MM/YYYY.
Optional data fields
You can also enter other employee details, including date of birth, gender, home address, marital status, nationality, etc.
To save time, we recommend you also complete the following data fields:
Employment status - Enter Full-time, Part-time, Contract or Intern. If you leave this field blank, Sage HR assigns this as Full-time by default
Position - Type any value, and the import automatically creates these positions
⚠CAUTION: When using the import option to update existing employees, if you leave this field blank when updating employees by import, the system clears their current position.
Reports to - enter the email address of the person to whom the employee reports, and who approves the employee's time off requests. If you leave this field blank, Sage HR assigns the admin user as the default approver
Location - Type any value, and the import automatically creates these locations
⚠CAUTION: When using the import option to update existing employees, if you leave this field blank when updating employees by import, the system clears their current location.
Check the import template
Once your import template is complete, check it against our Employee Import Checklist.
Next steps
Once you're confident everything is correct and meets our checklist criteria, you can import your employees' details into Sage HR.