Import staff (template, Excel, payroll system)

Import and export live under Settings → Admin Controls & User Access → Employee Data. If the organisation has no employees yet, the Employees list also shows Download template and Import staff.

Download template gives you a ready import file, as Excel (.xlsx) or CSV, in two variants: Pay mapping (the columns the analysis reads, plus department and legal employer: EMAIL, NAME, GENDER, DEPARTMENT, LEGAL ENTITY, EQUAL WORK GROUP, ROLE, LEVEL, BASE SALARY, FULL-TIME EQ., CURRENCY, INCLUDE IN ANALYSIS, LOCATION, HIRE DATE, TERMINATION DATE) and All columns. In the pay-mapping product mode, Pay mapping is preselected. The Excel template has a second sheet, Instructions, listing for each column whether it is required, its format and an example. Row 2 is a made-up example (anna.exempel@example.com); delete it, or it is skipped on import.

Only EMAIL is required. It matches each row to an employee: an existing address updates that person, a new one adds an employee. Blank cells never overwrite existing values, and employees missing from the file are left untouched. Dates are YYYY-MM-DD. FULL-TIME EQ. is the employment rate as a fraction (0.8) or a percentage (80). GENDER is Female/Male (also F/M/K), Non-binary, Unknown or Prefer not to say. INCLUDE IN ANALYSIS is yes or no. The minimum for the pay mapping is EMAIL, GENDER, BASE SALARY, FULL-TIME EQ. and EQUAL WORK GROUP for every employee.

Export current staff in these columns downloads your staff in the template’s columns. Update salaries in Excel, for example, and import the file again.

Import accepts our template, our own export or an export from your payroll system (.xlsx or CSV; semicolon, comma and tab all work, as does older Windows text encoding). After you choose the file, the Match your columns step gives each column in the file a field, suggested from the column name (e.g. Månadslön → BASE SALARY, Sysselsättningsgrad → FULL-TIME EQ., Befattning → ROLE, Förnamn + Efternamn → NAME). These are generic Swedish column names, not a link to any particular payroll system, so check the suggestions. Common Danish column names are recognised too (Fornavn, Efternavn, Navn, Afdeling, Ansættelsesdato, Fast løn). Ignored columns never leave your browser. A personal identity number column (Swedish personnummer, Danish CPR number) is always ignored by default: the analysis does not need it and it is sensitive personal data. A manager column holding names is ignored too, because a manager is linked by the manager’s email address. You cannot continue without an EMAIL column or with the same field chosen for two columns.

The mapping is saved for the organisation once an import succeeds. The next time you choose a file with the same column headers (next month’s payroll export, for example), your previous choices are preselected and the step shows Using the saved mapping. Click Reset to suggestions to start from the automatic suggestions for that file instead. Only the column headers and the chosen fields are saved, never any values from the file, and a personal identity number column is never saved. A change to the saved mapping is recorded in the organisation’s audit log (who and how many columns, no column names or values).

The preview then shows every row with its row number, column and what is wrong before anything is saved. Rows with errors block the import until the file is fixed. Sync mode (deactivate employees missing from the file) is off by default and needs an extra confirmation.

Two optional columns for pay mapping: CONTRACTED HOURS (“Avtalade timmar per vecka”, 0–60, for example 37.5) gives actual hourly pay in the EU report, and EXCLUSION REASON is required when INCLUDE IN ANALYSIS is no: not_a_worker, left_during_period, long_term_absence, data_error or other (other also needs EXCLUSION NOTE, a short comment). The Excel template has a dropdown for the reason and a check on the hours. A row with no but without a reason is stopped in the preview.