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Import employees from Excel

Add many employees at once, or update existing ones, by uploading an Excel or CSV file in Data Import.

HRMS CoreManpowerUpdated 6 Oct 2026 · 4 min read · v2026.10
25 second walkthrough · no sound needed

Before you start

  • You need the Company Head or HR role.
  • Put one employee per row and the column headings in one row at the top. Your own headings are fine: ZeniaHR matches them to its fields for you.
  • The file can be .xlsx, .xls or .csv, up to 15 MB and up to 10,000 rows.
  • Not sure which columns to use? Click Download sample on the Employees card for a ready-made Excel file. Its two example rows (Employee ID SAMPLE-001 and SAMPLE-002) are never imported.

Steps

  1. Open Data Import and choose Employees

    In the sidebar, click Data Import. Under What do you want to import?, click the Employees card.

    The Data Import page with the Employees cardFull size
    Step 1

  2. Upload your file

    Drag your file onto the page, or click Choose file and pick it.

    The Upload your file stepFull size
    Step 2

  3. Check the preview

    ZeniaHR shows the file name, the number of rows and columns, and the first rows. If your headings are not in the first row, pick the right row under Column headings are in. Click Match columns.

    The uploaded file with a preview of its first rowsFull size
    Step 3

  4. Match the columns

    Each column in your file is connected to a ZeniaHR field, and most are matched automatically. Check each line and pick another field, or Don't import this column, where needed. Above the list: - What should happen? Add new and update existing (the default), Add new only or Update existing only. Blank cells never erase details already in ZeniaHR. - Dates in this file are written as DD/MM/YYYY, MM/DD/YYYY or YYYY-MM-DD. ZeniaHR picks this from your dates; cells that Excel already treats as dates are read correctly either way.

    Click Check data.

    The Match columns stepFull size
    Step 4

  5. Review the check

    ZeniaHR checks every row and counts what is Ready to add, what Will update and what Need fixing, with the reason for each row that needs fixing. It also tells you whether your plan has room for the new employees. Nothing is saved yet. Click Import with the number of rows, for example Import 3 rows.

    The Review before importing stepFull size
    Step 5

  6. Confirm the import

    Click Import to start. The import runs in the background, so you can leave the page while it works; its result also appears under Recent imports on the Data Import page.

    The Import rows confirmationFull size
    Step 6

  7. Check the result

    When you see Import finished, the counts show how many employees were Added, Updated and Not imported. Click Open Employees to see them, or Import another file.

    Import finished with the rows addedFull size
    Step 7

Questions

How does ZeniaHR find employees who are already on file?

By Employee ID, Aadhaar, PAN, email or mobile number, using whichever of these columns your file has. The Match columns step shows which ones it will use. A row with an Employee ID that is already in ZeniaHR updates that employee.

What happens to rows that need fixing?

They are not imported. Fix them in your Excel file and upload it again, or go ahead and import the rows that are ready.

It says there are not enough employee slots.

Your plan's employee limit would be passed by this file. Remove some rows, or buy more employee slots, then check the file again.

Can the imported employees use the mobile app?

Yes, when their row has a mobile number. Rows without one are imported with a note that there is no mobile app sign in yet.

Can I import attendance, biometric codes or temporary staff here?

Those have their own imports: the Excel Import tab on the Attendance page, Import Biometric Codes under Actions on the Employees page, and Bulk Import (Temp) in the Add Employee menu on the Employees page.

My company runs both HRMS Core and Manpower. Which register do new employees join?

The register set by the Workplace switch in the sidebar. Switch the Workplace before you import to use the other register.

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