Can I Import Employees and Set Up Their Access?

Yes, you can import employee records with their basic information. However, some access configuration must be completed manually after the import.

What You Can Import

The employee import supports the following fields:

• Employee names (first name, last name)
• Usernames
• Positions and departments
• Salary and pay rate information
• Contact details (phone, email, address)

Password Handling

For security reasons, passwords are not imported. All imported employees are automatically flagged with a temporary password status. When an imported employee logs in for the first time, they will be prompted to create their own password. This ensures that sensitive credentials are never stored in CSV files or transmitted in plain text.

Location Assignment

During Step 1 of the import wizard, you select the location where the imported employees will be assigned. All employees in the file are assigned to that location, and basic location access permissions are configured automatically.

What You Need to Configure After Import

The import handles basic employee records, but the following must be set up manually through the employee management screens:

• Role assignments — Assign each employee to the appropriate role (Employee, Manager, Location Admin, etc.)
• Specific permissions — Fine-tune individual permission overrides if needed
• Multi-location access — If an employee needs access to additional locations, add those through the employee's profile

Updating Existing Employees

The employee import supports upsert by username. If you import a file that contains a username matching an existing employee, the existing record is updated with the values from your file rather than creating a duplicate. This makes it safe to re-import a corrected file without worrying about duplicate employee records.

Permission Requirement

Importing employees requires Location Admin level access or higher.