Importing employees from a CSV file
Add or update employees, their pay and their job architecture from one CSV file.
Written By Karl
Last updated 2 days ago
The employee import adds new people and updates existing ones from a CSV file. Pay, positions, organisation units and job architecture can all come from the same file.
Who can do this: Administrators.
Where: Settings → People & data → Data management → Data Import, or Import / Export → Import from file in the Employees list
Before you start
Imports accept CSV files only. Save Excel sheets as CSV first.
On the Employees tile, select Template to download a file with the right columns. Every column is optional; use the ones you have.
Check your file before importing
Optional columns do not mean every file contains enough information for your intended analysis. Check the data needed for the task you are preparing.
Employee matching: choose a matching field and check that its values identify the intended people consistently. Prefer a stable, unique employee ID where available; do not assume full names are unique.
Pay: check amounts, currency codes and the period represented by each component. Keep agreed pay distinct from amounts actually paid in payroll history.
Employment and job data: review dates, working hours, positions and the fields you will use for comparison groups or pay factors.
Scope and sync mode: confirm the organisation or entity you are working in. Read the consequences of the selected mode, particularly deactivating or deleting people absent from the file, before confirming.
Steps
Upload: drop your CSV file.
Fields: check how each column maps to an Evenpay field. Columns are matched automatically, and suggestions marked AI come from the column headers only, never from your rows. For each field you can set a Default (if empty) and a Date Format. Columns you don't map are listed under Not imported; you can turn one into a pay component, a benefit or a custom field.
Values: map the values in your file to Evenpay's values, for example gender or contract type. Unmapped values are skipped.
Import: choose the options below, then check the review grid. You can edit cells, skip rows, and step through the rows that need attention.
Import options
Match existing by: Employee ID, Email or Full Name.
Sync mode:
Add + update (default)
Add only
Update only
Full sync — deactivate unmatched: people missing from the file are set to Terminated.
Full sync — hard delete unmatched (destructive): people missing from the file are deleted. Only Administrators can choose this, and you must type DELETE.
Create missing org units and Create missing positions.
Results
After the import you see how many rows were created, updated, unchanged, skipped, deactivated or had errors. Select Download error report to see what went wrong on each failed row.
Check the result
Compare the result counts with the rows you intended to import. Review skipped rows and the error report rather than treating a partly successful import as complete. Open a sample of employee profiles and compare their identifiers, positions, pay amounts, currencies and working hours with the source file before using the data for analysis.
If matching or retry behaviour is unclear, contact support before re-importing a large file. Do not assume that retrying every row is safe for every import type.
Good to know
Supported date formats: DD.MM.YYYY, D.M.YYYY, DD/MM/YYYY, MM/DD/YYYY, YYYY-MM-DD and DD-MM-YYYY.
For each pay component, say whether the CSV value is monthly, annual, hourly, quarterly or semi-annual.
Columns you don't map never overwrite existing data.
Gender values are recognised in many languages (for example female, F, Nainen, Kvinna; male, M, Mies). Values that aren't recognised, and "prefer not to say", are left out of gender pay gap comparisons rather than put in a default group.
An organisation can hold up to 50,000 employees.
Evenpay remembers your field mapping for the next import.
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