How can I import employees in bulk (Excel)?

Once you have set up your Users and branches for your HRA Cloud account, the next step is for you to upload your existing employee (or contractor) information into the system.  HRA Cloud integrates with various payroll systems to increase productivity and efficiency.

1. Click on "Action" on the top right hand corner of the page and then click on "Integrations".



2. Click on the payroll system link below that is relevant to your business for a guide on how to complete the integration. 



It is important that the person uploading the data follows these instructions exactly otherwise you will experience issues when trying to import.

The HRA Cloud development team are working to integrate with the main payroll systems; however if your payroll is not on the integration list then you can still import your employee information using an Excel spreadsheet.



Import via Excel Spreadsheet

For this option you need to ensure that your spreadsheet has the appropriate named columns in the correct order and that employees are assigned a unique Employee ID number. To assist you with this, there is a sample spreadsheet available for downloading for you to populate with your employee and/or contractor data. 

Please see the example employee spreadsheet at the end of this article.


What is an Employee ID?

To ensure the optimisation of HRA Cloud, it is important that all employees / contractors are allocated a unique Employee ID number as the system relies on this number when completing a range of important processes.  For example, a unique Employee ID number will allow for the system to automatically identify and link documentation to a specific employee according to their unique ID number.  If an employee does not have a unique ID number, Users will need to take the time to manually assign documents to an employee record.

A unique Employee ID number can be any numbering system that best suits your organisational structure. For example, some payroll technology systems automatically assign employees with an ID number. Some businesses choose to adopt this same employee numbering system within HRA Cloud. 

Employee ID numbers are either manually input into HRA Cloud or imported into the system in bulk via a payroll system

Important Rules

1. Columns must be in the correct order (exactly the same as the example template).

2. Do not delete columns. Columns can be left blank unless they are mandatory.

3.  Column A is mandatory and must contain a unique Employee ID number. This field cannot be blank or the import will overwrite the employee information.

4. Column N must contain either an email address or be blank.

5. The system requires Row 1 to be a header row.

6. The field names used in Row 1 are not taken into consideration - rather it is the data type used for that column.

7. The Import file must contain only one worksheet (Tab).

Please use the following sample spreadsheet which is available for download and can be populated with your employee and/or contractor data.

Please see the example employee spreadsheet at the end of this article.

Merging Existing / Duplicate Records

To avoid any duplication of employee / candidate records, HRA Cloud will ask if you wish to merge the records, click ‘Yes’. This will avoid any duplication that may occur from manually entered employees and which are then duplicated if that same employee is included in importing process.

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