Whether you are setting up team members in a new company, adding new starters to a company, or wanting to update information for existing team members, you can do so with a team import. The data you import could come from various sources, including a previous payroll software, an HR system, or another database entirely.
To import this data into Paycircle, the file will need to be in a CSV format. The file must contain only a single row for column headers, and any total rows will need to be removed before importing. It is also important to note that the header row cannot contain any commas or apostrophes, and the file cannot contain any carriage returns, quotation marks, or commas.
Import a file
To import a file, follow the steps below.
Click Team then click Import.
Click CSV file, and drag and drop the file into the importer. Alternatively, click select it from your computer and click on the file you wish to import.
Validate the file
Once the file has been imported, the first stage of the import is for validation. If you are importing new team members into the company, this will be the stage when their profiles are created. It is important to note this is the only step where you can import team member HMRC Submission IDs, and National Insurance numbers.
If you are importing information for people who already exist in the company, this will be the stage in which you match up the individual in the team area, to the individual on the import. This phase ensures that when you import information, it gets mapped to the correct individual. The more columns you match up, the more likely you are to have a successful validation. We recommend mapping payroll ID or HMRC Submission ID, first name, last name, NI number, gender, and date of birth.
To match up the columns on the import file, follow the steps below.
Click the column header you want to map, and then click ‘Map header’ against the relevant column on the import file.
If any of the data is in an incorrect or invalid format, the column will be highlighted in red.
To check what is considered a valid format for a column, click on the information button on the corresponding header tile.
Correct any data by clicking on the pencil icon against the invalid cell. When everything is correct, the columns will be highlighted in green.
Once you’ve mapped all the columns, and corrected any invalid data, click Next.
If there are any issues with your file, or any warnings about the data you are importing, they will be highlighted before you import.
If you’re happy with everything, and you’ve checked the data is all correct, click Import.
Import data
Click Import with same file.
Select the type of data you want to import.
Map the relevant headers to the columns on the import file, then click Next.
After each import, click Import with same file until all the data you want to import has been mapped and imported.
When you’re finished importing, click Go to your team, or leave the importer by clicking Close in the top right corner.
Personal information
To import personal data, click on the Personal information block. Lots of the columns available may already have been mapped at the validation phase, however they can be imported separately in this section also.
Address details
To import address information, choose the block for Address details. You can import both UK and foreign addresses in an address import. To import a non-UK address, you will need to provide a column for Country. It’s important to note that for people in a workplace pension, a UK address will be required, but can be supplied along with a main foreign address. If the Country column is blank, or not mapped at all, the address will be imported as a UK address.
Company details
To import company data, you will need to select the Company details import section. There are some things to note about the company details import:
When importing a department, cost centre, sector, branch, or role, the name must match one that is set up for the company already
Importing a Yes in the Starter column will set the team member as a new starter
Importing a No in the Starter column, or leaving it blank, will set the team member as an existing team member
Importing a Yes in the Rejoiner column will rejoin team members who have left onto the payroll
If you are importing a Yes in the Starter or Rejoiner columns, you will also need to import a Start date.
Importing a Yes in the Leaver column will set the team member as a submitted leaver
Importing a Leave date with a No in the ‘Leaver’ column, or leaving it blank, will set the team member as leaving
If you are importing a Yes in the Director column, you will also need to also import an NI method
Pay information
To import payment data, such as salaries and hourly rates, click on the block for Pay information. It is important to note that if you are importing a salary change, you will need to also import an Effective date.
Tax details
To import tax information for team members, click on the block for Tax details. There are some things to note about the tax details import:
To import a non-cumulative tax code, you will need to import a Yes in the W1M1 column
To import a tax code change, you will need to import an Effective date
If you are importing a Yes in the Student loan column, you will also need to import a Plan type
Year to dates
To import year to date information, select the Year to dates block.
Bank details
To import bank account information, click on the Bank details block. As a minimum, you must map Account number and Sort code; IBAN and BIC fields cannot be imported alone. It is also important to note that leading 0s will be added to account numbers and sort codes that are less than 8 and 6 digits respectively.
Pension details
To import pension information, you will need to select the Pension details import block. There are some things to note about the pension details import:
If there are multiple pension schemes, you will need to import an Employer reference, and this must match a reference for one of the company’s existing pension schemes
If there are multiple groups within a pension scheme, you will need to import a Group, and this must match one of the pension scheme’s existing groups
If the team member is opted out or ceased, you will still need to import an Enrolled date
Import all data
If you want to import multiple data types at once, click on the option to Import all data. This will make all column headers from all import types available to choose from.
Import template
Use our template below for a pre-formatted CSV file.