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Import staff from a spreadsheet

Bulk-add your whole team from a CSV: download the template, upload it, review the validated preview, and import — imported hires are onboarded exactly like hand-added ones.

Open in WagePilot

If your team already lives in a spreadsheet, you can add everyone at once instead of typing each person in. On the People page, press Import CSV to open the import wizard. Imported staff are invited in exactly the same way as hand-added ones, and are checked against your plan the same way: on Free that means the 5-staff cap, and on every paid plan there is no headcount cap to hit.

Upload a CSV, review a validated preview with per-row status, then import your whole team in one pass.

Importing your team

  1. 1

    Start from the template

    Press Download template to get a correctly-shaped CSV. Name and email are the only required columns; everything else (job title, rate, holiday, sites) is optional and falls back to your Settings defaults.

  2. 2

    Choose your CSV

    Press Choose a CSV file and pick your filled-in spreadsheet. It must be a .csv with a header row and at least one staff row — a header with no rows is rejected with a clear message.

  3. 3

    Review the preview

    WagePilot validates every row and shows a table of Name, Email and Status. Chips at the top count how many are Ready, how many have Warnings and how many are Skipped. On Free you also get a seats-left count against the 5-staff cap; on every paid plan staff are unlimited, so no count is shown.

  4. 4

    Fix or proceed

    Rows with warnings still import (they are flagged so you can check them). Skipped rows — usually a missing name or email, or a duplicate — are left out. Fix them and re-upload, or press Import to add everyone that is ready.

  5. 5

    Import

    The button reads "Import N people". A progress bar counts up as each person is created. When it finishes you see how many were added and, if any failed, exactly which ones and why.

What each row status means

Ready
Valid and will import cleanly.
Warning
Something to double-check (for example a rate below minimum wage or a name that already exists), but it still imports — the row is flagged.
Skipped
Cannot be imported — usually a missing name or email. Fix it in your spreadsheet and upload again.

Common questions

Are imported staff different from ones I add by hand?
No. The importer uses the exact same path as the single Add employee flow, one call per row, so every imported hire is identical to a hand-added one, gets a join code, and appears in your People list ready to invite. The plan cap is enforced the same way too, which in practice only bites on Free: every paid plan carries unlimited staff.
What columns does the template have?
Name and email are the only required columns. The template also includes optional columns for job title, hourly rate, holiday and assigned sites; leave any of them blank and the person inherits your Settings defaults. Download the template from the import wizard to see the exact headers.