Adding Employees

There are three ways to add and onboard new employees using HR Partner: Import them from a spreadsheet, automatically add them using an external payroll system, or add them in one by one.

Method 1 - Adding Employees One by One


To add employees individually, click on the  'Employees' link on the left hand menu.  This will show you a list of current employees, or else a blank space if you have no employees at the moment.

At the top, there will be a green button that says 'Add A New Employee'.  Clicking this will bring up the employee 'quick add' window.

Tip

You can simply press the ' +' key as a quick way to add new employees. Keyboard shortcuts like these can save time when doing bulk entries.

Note

When entering employees individually, it is important to ensure that the Employee Code is unique across your system. Normally you would use your payroll system code for easier cross referencing, but if want to create new codes, please ensure that you do not use the same code for more than one employee.

At the bottom of the Quick Add screen, there is a checkbox asking you if you want to 'Go straight to employee edit screen after adding'.  Normally this is unchecked, but if you aren't in a big hurry and want to do major editing of each employee after adding, then you can tick this to be taken straight to the Edit screen when you save.  

Otherwise you will be taken back to the employee list with the newly added employee highlighted.

Method 2 - Importing From CSV (Spreadsheet)


You can import a spreadsheet of your employees to easily transfer them to the system. You will be able to map the fields from your spreadsheet.  

To import your CSV, follow these steps:

Click "Company".

Next, select  "Data Files".

Click "Import CSV".

After that, click "Choose file" to locate your CSV and upload.

Mandatory Fields

The following fields are required in your spreadsheet for the import to be successful:
Employee Code - must be unique, and exist for every employee imported
First Name(s) and Last Name - must both be specified, in separate fields (not combined together)
Gender - must be present, and be either M or F or the full Male or Female

Special Fields

Department - must be one of the existing department names in your HR Partner company.  If you don't specify it, any new employee will be added to your company default department.
Employment Status - must be one of the existing status names in your company.  If you don't specify an employment status, the employee will be given a status of '(not specified)'.

Location - must be one of the location names that you have created in your company, otherwise if you do not specify a location in the import file, all new employees will be given the location '(not specified)'.

Importable Fields

Here are all of the fields you can import to HR Partner. Note: Not all of these are required. To view mandatory fields, view the list above.
Employee Code, First Name, Last Name, Date of Birth, Gender, Pay Point, Tax Number, Date Commenced, Date Terminated, Portal Username, Portal Password, Department, Position, Employment Status, Location, Phone, Mobile, Email, Address Line 1, Address Line 2, Suburb/City, State, Post/Zip Code, Country.
Note that you can have up to two sets of addresses (i.e. home address and postal address).  When mapping the fields in HR Partner, you can specify which of the address fields in the import CSV file belong to the home or postal address.

Method 3 - Importing From Payroll

A quicker way to add employees to your system will be to import them from your existing payroll system.  At the moment we only support the following payroll systems.

  • Xero Payroll (Australia, New Zealand)
  • Xero Payroll (USA)

We are constantly adding more payroll systems over time, so please check back regularly.

More information on payroll importing is discussed in our Integration section.