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. Let's walk through each method:
Method 1 - Adding Employees One by One
To add employees individually, click on the Employees link on the left hand menu, then click on All Employees. This will show you a list of all current employees that have been entered into the system. If you do not have any current employees, the screen will not show any employees.
At the top right, there will be a green button that says 'Add A New Employee'. Clicking this will bring up the employee 'quick add' window, as shown below:
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.
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'. By default, this box will be unchecked, but you can choose to check this box and complete major editing of each employee after you add them into the system.
Otherwise you will be taken back to the employee list with the newly added employee highlighted.
Method 2 - Importing From CSV (Spreadsheet)
To import your employees via a spreadsheet so that you don't have to individually enter data into HR Partner, first go to Employees > Import > Import CSV. This page has a list of instructions on how to use the Import CSV function and the mandatory fields that must be included when you import this way.
We recommend that you download a copy of the CSV Import Template and use this template when adding your own Mandatory and Special fields. This template was specifically designed for importing employee data.
If you choose to use your own CSV document, please follow the instructions listed on this page to ensure that the upload will be successful. And don't forget to include all of the Mandatory and Special fields that you want included in HR Partner.
Mandatory Fields are First Name, Last Name, Employee Code, and Gender. These fields are required in your spreadsheet for the import to be successful.
All other fields are optional and can be added at a later time if you choose.
Location - This field 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)'.
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 (UK)
We are constantly adding more payroll systems over time, so please check back regularly.
Please visit our Integrations & API section to learn more about how our Integration options can work for you!