If you have more than a handful of employees, importing them from a spreadsheet is much faster than adding them one by one. Qrew HR accepts CSV and Excel (.xlsx) files. You can use the import for your first setup and again later for bulk updates.
Step 1: Download the template
- Go to Employees → Import.
- Click Download Template. The template includes all standard fields plus any custom fields you have created.
- Keep the header row exactly as it is. The import matches columns by their header names.
Step 2: Fill in your data
Only a few columns are required. The rest can be filled in now or later.
| Column | Required? | Example | Notes |
|---|---|---|---|
| Employee ID | Yes | EMP001 | Must be unique. |
| First Name | Yes | Priya | |
| Last Name | No | Nair | |
| Work Email | Yes | priya.nair@yourcompany.com | Used for sign-in and invites. Must be unique. |
| Mobile Number | No | 9876543210 | 10 digits, no spaces. |
| Date of Joining | Yes | 01-04-2026 | Use DD-MM-YYYY. |
| Department | Yes | Finance | Must match a department in Settings. |
| Designation | No | Accounts Executive | |
| Location | Yes | Hyderabad | Must match a location in Settings. |
| Reporting Manager ID | No | EMP000 | The manager's Employee ID. |
| Employment Type | No | Full-time | Full-time, Part-time, Contract, or Intern. |
| PAN | No | ABCDE1234F | Needed for payroll TDS. |
| UAN | No | 100123456789 | Needed if the employee is covered by PF. |
Step 3: Upload and map columns
- Back in Employees → Import, click Upload File and select your CSV or Excel file.
- Qrew HR matches columns automatically. If you renamed a header, map it to the right field manually.
- Click Validate.
Step 4: Fix errors and confirm
- The validation screen lists any row with a problem, such as a duplicate email, an unknown department, or a wrongly formatted date.
- Fix the rows in your spreadsheet and upload again, or correct them on screen.
- When everything passes, click Import. Employees are created but not invited yet.
- Review a few profiles, then send invites from the Employees list.
Updating existing employees in bulk
To change details for many people at once (for example, a new department structure), export the current list from Employees, edit the columns you need, and re-import with Update existing records selected. Rows are matched on Employee ID.
Common questions
Is there a limit on how many employees I can import?
Large files can be imported, but splitting very large lists by location or department makes errors easier to fix.
Can I import salary details too?
Salary structures and bank details are usually added in the payroll module after the employee import. See Payroll.
Will employees get an email as soon as I import?
No. Importing only creates the records. Employees are contacted when you send invites.
My dates are showing as errors. Why?
Spreadsheet software sometimes changes date formats. Format the column as text and enter dates as DD-MM-YYYY.
Related articles
Setup Guide
Where the import fits in your full setup.
Getting Started
Your first session in Qrew HR.
Roles & Permissions
Give imported users the right access.
Still stuck? Email support@qrewhr.com (Monday–Friday, 9:30 AM–6:00 PM IST) and our team will help you out.