Skip to main content
Data & integrations

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 About 9 hours 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.

Steps

  1. Upload: drop your CSV file.

  2. 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.

  3. Values: map the values in your file to Evenpay's values, for example gender or contract type. Unmapped values are skipped.

  4. 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.

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.

Was this helpful?

Still need help? Share an idea