Managers can use this tool as an employee importer or to update people's information in bulk from a spreadsheet.

• Before you begin
• What data fields can be imported?
  • For employees
• How do I bulk import or bulk update team member data?
• Export team member details
• View import history
• Sample CSV template

Before you begin

Read Getting started with bulk import and update using data from a CSV file.

Before you can bulk import or bulk update information in your Deputy account please ensure you have the access level permission of a System Administrator or Location Manager. 

Note: Location Managers can only bulk import or update team members for the locations that they manage.

You will also need a spreadsheet prepared with your data in it and saved as a CSV file. You can either:

• create the spreadsheet dataset you need with our CSV sample template or
• export your existing Deputy data as a CSV file and edit or add to that data in the spreadsheet before re-importing it back into Deputy.
• For fields like Payroll ID, Excel may cut off any leading zeros on the CSV file, make sure to review the format before proceeding. 

What data fields can be imported?

Please find below a list of fields and respective validations for each data set you can bulk import:

Employee 

How do I bulk import or bulk update team member data?

1. On the People page, click Add People then select Bulk import and update.

2. If you would like to add new team members in bulk, click on Add team members then enter your team member details in the template spreadsheet and click Continue to upload.

3. If you would like to update existing team member details in bulk then click on Update team members then download your existing team member details as a CSV. Make the required amendments in the spreadsheet, save the file then click Continue to upload.

4. You will now be able to upload your CSV by clicking Select file.

4. For the uploaded file, confirm Deputy has identified the row containing your column headers correctly by clicking Continue.

6. You will be asked to change or confirm column names.

Here you will see names of columns in your CSV and template file. Most of columns will be automatically matched. Please ensure columns are correctly matched for a successful import.

To help you to correctly match columns, you will see few data points for columns. To view column data, simply hover over column names.

Once you are happy that the columns match correctly, click Continue.

7. On the Review and finalize screen, you will see a count of how many of your records are valid and ready to import and how many have errors. If you wish, you can start to import the valid records by clicking on Import X records on the bottom right. Or you may choose to correct the records with errors first.

Click on the Error tab to display all records with errors. You will see the fields coloured red if they have an error. 

You find out more information about the expected format of this field by hovering your mouse over the column names or you can click on the highlighted field to know more about errors.

In the examples below, the date of birth is in the wrong date format and the email is required to be entered.

At this point, you can choose:

• to correct all errors in this review and finalise screen by manually updating all fields to ensure there are no errors

• correct the errors in the original CSV file and start the import process again 
• import only valid records (the system will only count valid records and only allow valid records to be imported)

8. Once you have corrected all errors in your data click on Import records and all valid data will be imported.

You will be able to see the progress of the import.

On successful import, you will a success screen. Clicking on Continue finishes the import workflow and will return you to the People page where your newly imported team members will appear.

If any records are rejected, you will have the option to review those records, correct any fields and import those records.

Export existing team member details to a spreadsheet

1. On the People page, click Add People then select Bulk import and update.

2. Click on Update team members then Download.

The CSV file will be downloaded to your computer.

View import history

You can view a history of the previous import for team member details by going into the People page and clicking Add People then selecting Bulk import and update.

1. Click View import history

2. You can see a log of the imports that have occurred.

Note: clicking Download will export all data that was finally imported. This may not necessarily be data that was initially prepared in the original CSV. If any data was changed or errors were corrected during the import process they will be included in the file you download.

Sample CSV template