How to Import Employees in CrmLeaf
All editions. Core feature - no add-on required.
Availability: All editions. Core feature - no add-on required.
Overview
Importing lets you create many employee records at once instead of adding people one by one. CrmLeaf supports two bulk routes: a CSV file import, and an interactive import grid that validates each row as you work. Use importing when you move your existing people data into CrmLeaf, or when you onboard a group of joiners together.
How It Works
You prepare your people data, load it into CrmLeaf, correct anything the validation rejects, then create the records and invite the people.
Prepare master data → Load CSV or the import grid → Validate row by row → Correct and re-check → Create records → Invite users
- CSV import uploads a prepared file of employee rows.
- The import grid is an interactive table where you enter or paste rows and CrmLeaf validates each row individually, so you can fix one row without restarting the whole import.
- Because each employee record is one-to-one with a User record, an import creates login identities as well as HR records. Email addresses must be unique.
- Designation and department values in your file must match entries that already exist in the Designation and Department masters.
- After the import, employees still need an invitation before they can sign in.
Who Can Use This Feature?
Administrator
- Run a CSV employee import.
- Use the import grid and resolve row-level validation messages.
- Send invitations to the imported employees.
This functionality is available only to Administrators.
Prerequisites
- The designations you will reference exist in the Designation master.
- The departments you will reference exist in the Department master.
- Your people data is available in a spreadsheet, with one employee per row and unique email addresses.
- Your plan has enough employee seats for the number of rows you intend to import.
For Administrators
Step 1: Create the master data the import depends on
What to do: Create every designation and then every department that your import file refers to. Import rows that name a designation or department that does not exist cannot be matched.
What to verify: Every distinct designation and department value in your spreadsheet exists in CrmLeaf, spelled the same way.
Step 2: Open the employee import
What to do: Select Import. Choose whether to upload a CSV file or to work in the import grid.
What to verify: The import screen opens and shows the columns CrmLeaf expects.
Step 3: Load your data
What to do: For a CSV import, prepare your file to match the expected columns and select Upload. For the import grid, enter or paste your rows directly into the grid.
What to verify: Your rows appear in CrmLeaf with the values in the correct columns.
Step 4: Resolve the validation messages row by row
What to do: Work through the rows the validation has flagged. Typical causes are a missing mandatory value, a duplicate email address, or a designation or department that does not match an existing master record. Correct the row in the grid and re-check it. Repeat until no row is flagged.
What to verify: Every row passes validation before you commit the import.
Step 5: Create the records and check the result
What to do: Confirm the import. Then open Employees, use Filter or Search and spot-check several imported people against your source spreadsheet.
What to verify: The expected number of employees exists, with the correct designation, department and reporting manager.
Step 6: Invite the imported employees
What to do: Send the email or link invitation so each imported person can activate their login. Then assign shifts, leave quotas and, where Payroll is enabled, salary structures.
What to verify: Invited employees can sign in, and they appear in the shift roster.
Expected Result
All valid rows are created as employee records and appear in Employees. Each imported employee has a linked User record and can be invited to sign in.
Service Organisation Context
A services firm usually arrives with its people already listed in a spreadsheet by grade and practice area, which is close to what the import expects. Because designation and department values must match the masters before a row can be accepted, the import is the point at which a firm commits to a single grade ladder and practice structure rather than several informal ones. That structure is also what the Excel project-template import maps Owner Role values onto, so getting it right here saves rework later. The same route serves any bulk onboarding, including site or production staff in other editions.
Important Notes
- Menu names and their position can differ between product editions and can be customised for your account, so your sidebar may not match these paths exactly. Use Search or your Quick Access items if you cannot find a screen.
- Import a small test batch of two or three rows first and confirm the result before importing a full file.
- Email addresses must be unique. An address already used by a User in your account cannot be imported again.
- Importing employees does not import attendance, leave balances or salary data. Those are separate exercises.
Common Scenarios
Example: migrating from a spreadsheet. Create your departments and designations to match the values used in the spreadsheet, then import. Because the grid validates each row, you can correct the handful of rows with old or misspelled department names without re-uploading the whole file.
Example: a monthly intake. Paste the joiners for the month into the import grid, resolve the flagged rows, create the records, then send the invitations as a group.
Troubleshooting
| Issue | Possible Cause | Resolution |
|---|---|---|
| A row is rejected for its designation or department. | The value does not match an existing master record. | Create the missing entry in Designation or Department, or correct the spelling in the row. |
| A row is rejected as a duplicate. | The email address already belongs to a User in your account. | Remove the row, or edit the existing employee record instead of importing it again. |
| The import stops part way through. | Your plan's employee seat allowance is reached. | Check your allowance and reduce the number of rows or review inactive records. |
| Reporting managers are empty after the import. | The manager named in the row did not exist yet when the row was processed. | Import managers first, then their reports, or set the reporting manager on the employee record afterwards. |
| Imported employees cannot sign in. | No invitation has been sent. | Send the email or link invitation from the employee record. |
Frequently Asked Questions
What is the difference between the CSV import and the import grid?
The CSV import uploads a prepared file. The import grid is interactive: you work in a table and CrmLeaf validates each row individually so you can correct problems in place.
Will importing overwrite existing employees?
Import is intended to create records. To change details on people who already exist, edit the employee record.
Do imported employees receive a login automatically?
The linked User record is created, but the person still needs the email or link invitation before they can sign in.
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