Please check the following list to ensure your employee import works.
⚠CAUTION: Do not amend the format of the import layout, only the contents in each relevant cell.
📎NOTE: The details for the first employee in the import list must begin on Row 3 of the Excel sheet. Any information in the rows above (i.e. Row 1, Row 2) will not be imported.
Fields available in the import template
Below are the fields available to enter information in and whether they're required, and other details you need to kow or check when completing this template.
First Name
This is a required field.
Last Name
This is a required field.
Work Email
This is a required field.
Email is case sensitive and will be the format the user will need to use to log, e.g. if work email is imported as [email protected] then the employee won’t be able to login using [email protected].
Check the spelling, as you must terminate and delete the employee in Sage HR and add them again with the correct details if it isn’t correct
Password
Must be at least eight characters long
Must have at least three of:
Uppercase letter
Lowercase letter
Number
Special Character
📎NOTE: If left blank, the employee can set up their password after they are sent a welcome email.
Employment Start Date - Required field
Field must be formatted to “Date” type - In Excel browse to: Highlight fields > Home tab > Number section > Dropdown box – select either Short Date or Long Date.
If the Employment Start Date isn’t a valid date (e.g. 31/04/20), it will populate with the date of import instead.
Employment Status
Must be one of:
Full-time
Part-time
Contract
Intern
⚠CAUTION: If left blank, Employment Status is recorded as Full-time by default
Position
Input any position – if it doesn’t exist in Sage HR yet, the system creates it as an option automatically.
⚠CAUTION: If an employee profile already exists in Sage HR, and you are using the import template to overwrite existing employee information when the position field is blank, the employee's existing position is removed.
Employee number
Input an Employee reference number.
Double check it isn’t already assigned to another employee by going into Sage HR: Browse to Reports > Employee Data > Custom Reports > Create a report, then select Name and Employee # Fields
Reports to
You can leave this blank. Sage HR uses this to structure the Company Organisation chart.
If you enter details, it must be the Work Email address of the person they report to. The person they report to must already exist in Sage HR. If the person they report to doesn’t yet exist in Sage HR but you include it in the Import List, this will import both the employee and the person they report to.
Email Address is case sensitive, and you must check the spelling. It must match the work email of the person they report to exactly as it appears in Sage HR.
Time off approved by
Must be the Email Address of the person who approves their time off. The time off approver must already exist in Sage HR.
If the person who approves their time off doesn’t yet exist in Sage HR but you include itin the Import List, this import adds both the employee and the time off approver.
Email Address is case sensitive, and you must check the spelling. It must match the Time Off Approver’s work email exactly as it appears in Sage HR.
If you leave this blank, Sage HR assigns the Administrators by default.
Location
⚠CAUTION: If an employee profile already exists in Sage HR, and you are using the import template to overwrite existing employee information, when the location field is blank, the employee's existing location is removed.
Enter their work location. This can be geographically specific (e.g. London) or site specific (e.g. Office). If the location doesn't already exist in Sage HR, the system will create it automatically.
Gender
Choose from Male, Female, Other, or you can leave it blank.
Marital Status
Choose from Single, Married, Divorced, Widower, In a relationship, Other or you can leave it blank.
Nationality
Select British or otherwise select the relevant option from the nationalities list, which you can see in the Nationalities tab at the bottom of the import template.
If the value doesn’t match a nationality from the list, then Sage HR won't import it.
Mobile Phone number
Set field format to “General” type - Excel: Highlight fields > Home tab > Number section > Dropdown box – select General
Use 44 international dial code for UK mobile numbers instead of 0, as Excel removes the 0
Address 1
Allows special characters (commas, etc.), and there is no character limit.
Address 2
Allows special characters (commas, etc.), and there is no character limit.
City
Allows special characters (commas, etc.), and there is no character limit.
Postal Code
Allows special characters (commas, etc.), and there is no character limit.
No postcode format required, e.g. NE1 1AA
Country
Seelect the relevant option from the countries list, which you can see in the Countries tab at the bottom of the import template.
If the value doesn’t match a country from the list, then it won't be imported.
Emergency contact – Full Name
Enter the Emergency Contact Name. If you leave itt blank, no other Emergency Contact information is imported.
Emergency Contact – Relation
Choose from Husband, Wife, Father, Mother, Son, Daughter, Brother, Sister, Friend, Partner, Relative, Other, or you can leave it blank.
Emergency Contact – Mobile Phone #
Set field format to General type - In Excel browse to: Highlight fields > Home tab > Number section > Dropdown box, then select General
Use 44 international dial code for UK mobile numbers instead of 0, as Excel removes the 0
Emergency Contact – Email
The value present in this field is imported regardless of what is entered so check that the email spelling and format are correct.
Status
This must say either:
Active – if the employee is still in employment
Terminated – if the employee no longer works for you
📎NOTE: If left blank, it defaults to Active in Sage HR, meaning they are classed as in employment.
Termination Date
If the Status field has a value of Terminated, then the Termination Date is a required field. The employee won't import without one.
Field must be formatted to Date type. In Excel browse to: Highlight fields > Home tab > Number section > Dropdown box, then select either Short Date or Long Date.
Check to see if they have been imported successfully into Sage HR
Reports > Employee Data > Terminated Employees
If the Termination Date isn’t a valid date, e.g. 31/04/20), it won’t import the employee