To manage employee data in bulk, you can import a file into TalentHR to create new employee profiles or update existing records.
| Note: You can import all available employee fields, including custom fields, using either a .csv or .xlsx file. |
To prepare your import file:
1. Sign in to your TalentHR portal as an Admin or an HR Manager, and go to Settings (1).
2. Click Import & Export (2).
| Note: Alternatively, go to Add employee from the top of your dashboard. From there, click the Import button at the top right of your screen. You will be redirected to the same page. |
3. While under the General tab, click Prepare your file (3) below the import area to view detailed guidelines.
4. Export your existing employee data (4) in .csv or .xlsx format. You will use this to create your import file.
Make sure to:
- Include all required fields: Employee ID, First name, Last name, Email, Supervisor ID.
- Fill in all mandatory fields. Empty required cells will prevent the import.
- Include the full headcount, not just a subset of your team.
- Keep the column headers exactly as shown in the template.
- Remove optional columns you don’t plan to update.
- Add future hires if needed, but don’t assign them as supervisors to current or future employees.
- Review your file carefully. Imports are final and cannot be undone.
Once your file is ready, you may proceed with uploading it to your TalentHR portal.
To import employee data:
1. Go to Settings (1).
2. Go to Import & Export (2).
3. In the General tab and below the Import data section, drag and drop your file into the upload box or click browse (3) to select it manually.
4. (Optional) Tick Don’t send invitation email (4) if you don’t want new employees to receive an invitation when their profile is created.
5. Click Import (5).
Your import will be processed, and your employee data will be created or updated accordingly.
If there are any errors, the system will let you know which lines are affected, and what was wrong or missing.
To track your imports:
1. Go to Settings (1).
2. Select Import & Export (2).
3. Switch to the History (3) tab to review past imports and their status.
Here you can:
- Delete (4) the import record. This will delete the import file and its error log, but will not revert the import. All actions are tracked under Reports > Timeline, so even if an import record is deleted, no reporting data is lost.
- Download (5) the import file.
- Click on the i icon (6) to review a particular import’s results.
This will include any errors (7), with details about where and what needs to be corrected.