Import staff from a sheet
Download the CSV or spreadsheet (XLSX) template, fill one row per person, check the sheet for problems, then add or update up to 2000 staff at once.
On this page
Import is the quick way to add many people, or to update details for many people at once.
1. Download the template
- Go to Staff and select Import.
- Under 1. Download the template, select CSV template or Spreadsheet template (XLSX).
Keep the column names. Add one row per staff member. Columns for your custom staff fields are included.
2. Fill in the sheet
| Column | What to enter |
|---|---|
| employee_code | The staff ID. Letters, numbers, - / or _ only, up to 30 characters |
| full_name | Required when you add new staff |
| phone | 10 digits, without +91 |
| A valid email address | |
| staff_type | regular, contractual or work_basis |
| salary_type | monthly, daily, hourly or per_work |
| branch | The branch name or its code |
| site | The work site name |
| department | The department name |
| designation | The designation |
| gender | male, female or other |
| date_of_birth | A date, day first like 31/10/2026, or 2026-10-31 |
| date_of_joining | A date, day first like 31/10/2026, or 2026-10-31 |
The pay basis must fit the staff type: regular staff are monthly, contractual staff monthly, daily or hourly, and work-basis staff per_work.
3. Upload and check
- Under 2. Upload the filled sheet, choose What to do. Add new staff creates a person for each row. Update by staff ID changes the people whose employee_code matches.
- Choose the Sheet: an xlsx or csv file, up to 5 MB and 2000 rows.
- Select Check the sheet.
X shows a summary such as "120 rows: 118 ready, 2 with problems", and lists each problem with its Row, Column and Problem.
4. Import
Select Import 118 rows (the number changes with your sheet). X confirms how many rows were imported. Select Go to staff list to see them.
If no row is ready, fix the sheet and upload it again.
You need the Import staff permission. The import also checks your plan's staff limit for the whole batch.
Common problems
- This appears twice in the sheet: two rows have the same staff ID or phone.
- This is already in use: the staff ID or phone already belongs to someone in the business.
- This pay basis does not fit the staff type: see the rule above.
- Branch not found: the branch name or code does not match one in Settings → Branches, or the branch is outside your branches.
- Work site not found in this row's branch: the site name does not match a site of that branch.
- More than one work site has this name: add the branch column so X knows which one you mean.
Questions
What if a department in my sheet does not exist yet?
X creates missing departments and designations when you import.
Can I fix a few rows and import the rest?
Yes. Only the rows marked ready are imported. Fix the others in your sheet and upload it again.
Related articles
Add a staff member
Choose the staff type, fill in the profile, employment, statutory and bank details, and save a new staff member in X.
Add custom staff fields
Add up to 20 extra fields to every staff profile, such as a uniform size or a vehicle number, as text, number, date, yes or no, or a choice.
Set the week start and staff ID series
Choose the day your week starts on and set up automatic staff IDs with a prefix, a number of digits and the next number to use.
Still need help?
Write to us with your business name and what you were trying to do. We answer by email.