TalentHR lets you create new employee profiles or update existing employee data in bulk by exporting your current People data, editing the file, and importing it back into your portal.

The safest way to work with employee imports is to always start with a fresh export from TalentHR. This ensures that you are using the latest Employee IDs, column headers, custom fields, and supported import structure.

To import employee data:

1. Sign in to your TalentHR account as an Admin or an HR Manager, and go to Settings 

2. Click Import & Export.

3. Make sure you’re on the People tab.

4. Under Export data, download your current employee data as an XLSX or CSV file.

5. Optionally, and if you also need terminated employees in the file, select Include terminated employees before exporting.

6. Open the exported file and make the required changes.

When preparing your file, keep the following in mind:

• Use the exported file as your starting point. Do not create a new spreadsheet from scratch.
• Keep the column headers exactly as exported.
• Keep the guide row beneath the column headers and the final GUIDE ROW column unchanged. The guide row explains the accepted format and values for each field.
• Include your full headcount, not only the employees you want to add or update.
• The core required fields are Employee ID, First Name, Last Name, Email, and Supervisor ID. Supervisor ID corresponds to the employee's Manager's ID, and is not required for the single top-level employee in your organization only.
• To update an existing employee, keep their Employee ID from the current export unchanged.
• Employee IDs in an import file are used for import and organizational-chart relationships. Always use the IDs from the file you are currently editing.
• To add a new employee, add a new row and give them a unique Employee ID within that file.
• To assign a Manager, enter that Manager’s Employee ID from the same file under Supervisor ID.
• Do not replace the TalentHR Employee ID with your company’s own employee number. If you need to maintain a separate permanent employee number, use a custom field.
• Email addresses must be unique in your TalentHR portal.
• Dates must follow the MM/DD/YYYY format unless the guide row states otherwise.
• If you enter a Pay Rate, also enter its corresponding Pay Rate Period. Follow the guide row for other dependent compensation fields.
• Department, Location, Division, and Job Title values can be entered as text. If a value does not already exist, TalentHR can create it during the employee import.
• Time Off Approver fields that reference another employee use their Employee ID, not their name. Follow the guide row for the accepted values of the Required fields.
• Columns beginning with custom_fields: correspond to enabled employee fields in your portal. Follow each column’s guide for the accepted format or values.
• You can remove optional field columns that you do not want to update.

7. Review the file carefully and save your changes.

8. Return to Settings → Import & Export → People.

9. Under Import data, drag and drop your edited file into the upload area, or click browse to select it. TalentHR supports CSV and XLSX files up to 30MB.

10. If you are creating new employee profiles and do not want them to receive an invitation email yet, select Don’t send invitation email.

11. Click Import.

TalentHR will process the file and create or update the relevant employee records.

If the import contains issues, TalentHR will let you know, and will provide context and instructions. Review the import result before making corrections and importing the revised file again.

To review previous employee imports:

1. Go to Settings → Import & Export.

2. Select the History tab.

3. From Entity, select People.

Here, you can review the imported file, who imported it, and when it was added. 

Click on the i icon to review a particular import’s results. This will include any errors, with details about where and what needs to be corrected.

You can also download the imported file, or delete its History record.