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Import staff

  • Updated

Use these instructions to import staff into using a CSV file.

Before you begin

Before you import data into , you need to prepare a suitable import file.

  • Tips for ensuring a successful import
    • In your import file, each column header identifies a data field that you want to include in your import. You must specify column headers for the mandatory fields plus any additional fields that you want to import.
    • The column headers in your import file must match the format of the column headers in the sample file exactly. Use the same capitalisation, spaces, punctuation and other characters as shown.

    • Make sure that you save the import file in the correct format:

      When working with the CSV file in Excel, save it using CSV (comma delimited) (*.csv) format. Other CSV variants are not supported.

    • Make sure there are no carriage-return characters in any of the data fields. These are created by pressing the Enter key and may be present in addresses or long notes.
    • Make sure there are no blank lines at the end of the data file. If you see error messages reporting missing mandatory items, open the CSV in a text editor (for example Notepad) and remove blank lines.
    • If your import file contains columns you do not wish to import, you can remove them before importing or mark them as Do not import during the Map fields step.
    • If any custom fields have been set up for staff, they will be listed as Custom Field (Field Name) at the Map fields step. To import data into a custom field include the Field Name as a column header.

Setting up an import file

To set up an import file, do one of the following:

  • Modify a sample file
    1. Download the Staff Import Example CSV file and open it in Excel or a suitable desktop application.
    2. Remove any columns you do not wish to use (do not remove mandatory columns).
    3. Replace the sample data (from row 2 onwards) with the information you wish to import.
    4. Save the completed file in CSV (comma delimited) format.
  • Set up a file from scratch
    1. Create a spreadsheet using a suitable desktop application, such as Microsoft Excel.
    2. Include the mandatory column headers (plus any optional column headers you require) in row 1. Each column header should be in a separate column. Copy each column header exactly (the import is case sensitive).
    3. In row 2 onwards, enter the information that you wish to import.
    4. Save the completed file in CSV format.
  • Modify a file exported from another application
    1. Open the CSV file exported from another application.
    2. Remove any rows or columns you do not wish to import.
    3. Change each column header so it exactly matches the column headers listed below.
    4. Save the completed file in CSV format.

Required and optional column headers

Include the following columns in your CSV. Fields marked (required) must be present and valid for each row.

Column Header Description
First Name Staff member’s first name. (required)
Last Name Staff member’s last name. (required)
Email Email address. Must be unique within your organisation. (required)
Currently Working? Indicates whether the staff member is currently working. Accepts Yes/No, 1/0, or True/False (not case sensitive).
Notes Optional notes about the staff member.
Base Rate Base hourly cost for the staff member. Enter a whole number or decimal. (required)
Billable Rate Hourly rate charged to clients. Enter a whole number or decimal. (required)
Payroll Code Optional payroll identifier.
Director/Partner Flag whether the staff member is a director or partner. Accepts Yes/No, 1/0, or True/False.
Fee Earner Flag whether the staff member is a fee earner. Accepts Yes/No, 1/0, or True/False.
Full Time Equivalent % Percentage FTE as a whole number between 1 and 100. (required)
Phone Number Optional phone number.
Mobile Number Optional mobile number.
Address Optional address field.
Role Role name. Must match an existing role in your organisation. (required)

Importing the data

To import staff data into :

  1. Go to Settings > Import > then click the Import button.
  2. On the Import screen, click Upload and select your CSV file.

  3. Validation

    • The system checks each row for required fields, valid data types, role matching and that emails are unique within your organisation.
    • If any errors are found, you’ll receive a detailed validation report.
    • Only rows that pass validation will be imported.

  4. Review and confirm

    • Confirm the import to create staff records. Imported staff are created as pending users.
      • No invitation emails are sent automatically. You need to invite staff manually from the staff list when you’re ready.

Important rules & tips

  • Email uniqueness: Each staff member’s email must be unique within your organisation. The same email can be used across different organisations.
  • Role matching: The Role field must match an existing role in your organisation. If it does not, the row will be rejected.
  • Subscription limits: You cannot import more staff than your subscription allows. If the CSV contains more rows than available seats, the import will be blocked.
  • Field validations: Required fields must not be empty. Numeric fields (for example, Full Time Equivalent %) must be valid numbers within the allowed range.
  • Pending status: Imported staff are added as pending users. You must send invitations manually after import.

Troubleshooting

  • Validation errors: Review the error messages provided after validation, correct your CSV and try again.
  • Role or email issues: Ensure all roles exist in your organisation before importing and check for duplicate emails within your CSV and the organisation.
  • Subscription seat errors: If the import is blocked due to subscription limits, either reduce the number of rows in your CSV or upgrade your subscription.

Frequently asked questions

  • Q: Can I import staff with the same email as an existing user in another organisation?

    A: Yes — provided the email is not already used in your current organisation.

  • Q: What happens if I try to import more staff than my subscription allows?

    A: The import will be blocked. You must upgrade your subscription or reduce the number of staff in your CSV.

  • Q: Are invitation emails sent automatically?

    A: No. Imported staff are created as pending users. You must send invitations manually from the staff list after import.

  • Q: What values are accepted for binary fields like "Currently Working?" or "Director/Partner"?

    A: Acceptable values are Yes/No, 1/0, or True/False. Values are not case sensitive.

  • Q: Do I need to invite imported staff manually?

    A: Yes. Imported staff are created as pending and do not receive invitation emails automatically.

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