Import employees
Validate a Paydae template or smart-mapped CSV/XLSX before committing employee rows.
What this is7 sections
Use the Employees import flow to validate a CSV/XLSX file, inspect row-level blockers and payroll readiness, and commit only the reviewed rows.
What this is
The current Import employees dialog offers Paydae template and Smart mapping beta modes. Template downloads include Basic CSV, Basic XLSX, and Comprehensive XLSX. Smart mapping shows Detected table, Required fields, Duplicate targets, Mapping checks, and Review inferred mappings, then requires Validate mapping before row review. Backend findings and payroll readiness are checked automatically after upload and when edited rows are reviewed.
Before you begin
- Confirm the selected organisation and create all departments that the file will reference.
- Prepare an authorised export; do not put passwords or unrelated payroll data in the file.
- For template import, include the required fields:
employeeCode,firstName,surname,employmentStartDate,payrollCurrency,paymentMethod,taxMethod, andpayStructure.
Product navigation
Open Employees and select Import employees.
Steps
- Choose the import method
Choose Paydae template for a file based on the supplied template, or Smart mapping beta for an external CSV/XLSX export.
- Download or upload the file
If needed, select Download template and choose Basic CSV, Basic XLSX, or Comprehensive XLSX. Upload the file using Drop your CSV or XLSX here (template) or Drop a CSV or XLSX export here (smart mapping).
- Validate smart mapping
In smart mapping, review Source column, Paydae field, Confidence, Sample values, and Reason. Resolve required fields and duplicate targets, then select Validate mapping.
- Resolve row and readiness findings
In the editable import review, inspect the listed findings and source rows. Resolve missing required columns, duplicate mappings, department matches, and row errors before continuing. Open Readiness details to review payroll-readiness findings; warnings can remain for employees who are importable but need completion before payroll.
- Review the final import
After editing rows, select Review final import. Review the final row grid, readiness badges, warnings, and the import counts. Further edits clear this review and run the import checks again before commit.
- Review FDS annual facts
If FDS averaging rows show a notice that blank annual PAYE answers were defaulted to No, review those facts against the source records. Annual PAYE confirmation remains pending until explicitly confirmed after import.
- Commit and inspect the employees
Select Commit import only after reviewing the final rows and organisation. Wait for completion, then return to Employees and inspect the created records and statutory-readiness filters.
What to check
The import reports no unresolved errors, every department matches an existing active organisation department, the required fields are mapped, readiness warnings have an owner, and the committed employee count matches the reviewed count. Check a representative row’s Payroll setup, Bank account, and Status.
Important boundaries
Import validation does not prove that identity, payment, tax, or statutory values are correct. Use authoritative sources, keep the file local, and review statutory output readiness separately. Do not treat Payroll ready as official submission approval.
Common problems
Department must match an existing organisation department.
Add/rename the approved department or correct the file, then validate again.
Required columns are missing
They are reported under Import errors; download the correct template rather than guessing a header.
Final review disappears after an edit
Run backend validation again before Commit import.