If you have a large number of employees, you can save time by importing your employee details, rather than manually setting up each employee individually.
To help you capture all the necessary details to import, you can download and complete an Excel template.
📎NOTE: If you use Sage HR integrated with Sage 50 Payroll, if you add employees this way, they won't be linked to a record in payroll until they're added to Sage 50 Payroll and their payslips are uploaded for the first time.
Download the import template
On the main menu, click Company, then click Import.
Click the Download 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.
Import template data fields
To successfully 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 will be used to sign into Sage HR. This is case sensitive so ensure no capital letters.
⚠CAUTION: 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, a new duplicate employee profile will be created with the new email address.
Password - This 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, but you must 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, Full-time is assigned by default
Position - Type any value and the import automatically creates these positions
⚠CAUTION: When using the import to update existing employees, if you leave this field is blank, it will clear the Position currently assigned to the employee.
Reports to - enter the email address of the person who the employee reports to and who approves the employee's time off requests. If you leave this field blank, the admin user is assigned as the default approver
Location - Type any value and the import automatically creates these locations
⚠CAUTION: When using the import to update existing employees, if you leave this field is blank, it will clear the Location currently assigned to the employee.
Check import template
Once your import template is complete, please check it against our Employee Import Checklist
Next steps
Once you are confident everything is correct and meets our checklist criteria, you can import your employees' details into Sage HR.