This article will guide you through the process of adding pay data for employees in bulk using the Import Pay Items feature.
Quick Navigation
Accessing the Import Pay Item Screen
To access the import pay item screen, follow these steps:
Navigate to the dashboard by clicking on the logo. This will take you to the "Manage Clients" list.
Find the client and click the "People" icon
in the corresponding row. This will open a list of employees.Select the Payroll tab and click on the "Import Pay Items" button to open the import screen.
Importing Pay Items
On the Import Pay Items screen, you will find three main options:
Download Import Template
Upload Completed File
View Import History
Downloading the Pay Item Import Template
To ensure accurate formatting, begin by downloading the official import template:
Click Download Import Template.
An Excel file will be downloaded with the following column headers:
Column Name | Description |
Pay Cycle* | The pay cycle associated with the employee. |
Employee Number* | The unique identifier for the employee (case-sensitive). |
Pay Item* | The pay item name. This must already exist in the system. Learn how to create/access pay items |
Pay Item Start Date | The date when the pay item should begin (Required for recurring pay items) |
Pay Item End Date | The date when the pay item should end (Optional; used for recurring pay items) |
Unit* | The number of hours or units worked. |
Rate* | The applicable pay rate. |
Notes | Optional notes. Stored only with one-off pay items. |
Fields marked with an asterisk (*) are mandatory.
Uploading the Completed Pay Item Template
Once you've filled out and saved the template:
Return to the Import Pay Items screen.
Upload the file by either:
Dragging and dropping it into the upload area, or
Clicking Browse to select the file from your device.
Notes:
You can upload up to five files at a time.
Files can be removed by clicking the delete icon next to them.
Click Upload to start the import process. After the upload, the files will appear in the Import History section, where you can track successful and failed records.
Viewing Pay Item Import History
To review past imports, click Import History on the Import Pay Items screen.
It provides a comprehensive view of all imports within your client. The following columns are displayed to access information easily.
Import ID – System-generated unique Number for the Import
Date – Date of the file upload
Successful Records – Number of successfully imported entries.
Failed Records – Number of entries that failed to import.
Status – Status of the Import (e.g., Uploaded, Uploading, Processing, Processed, Error, Header Mismatch)
Actions – Options such as downloading success or error files.
Import History Filters
In the import screen, please click on the "Filter" icon 
to expand the view below. Click the filter icon again to collapse the filter section.
You will have the following filter options:
Import ID
Upload Date
Import Status
After filling in the fields, click Search to filter the list of clients. To remove all entered filters and start fresh, click Reset.
Import Pay Items Errors
If an import fails:
Look at the Status column in the Import History.
If the status is Processed with errors:
A red Error File icon will be available in the Actions column.
Download the file and check the Error Message column for details.
Please correct the errors and re-upload the file, or update the error file and upload it.
If you see a Header Mismatch error:
This typically indicates the column headers in your file do not match the required template.
Download a fresh copy of the import template.
Copy your data into the new file to ensure the format is correct.
Re-upload the updated file.
To return to the import screen, click the orange back icon next to the Import History title.
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