Import Data into BambooHR

The article provides a comprehensive guide on importing employee data into BambooHR, detailing the process for bulk additions, updates, and the formatting requirements for spreadsheets. It emphasizes that only Account Owners and Full Admins can perform imports and highlights the importance of adhering to specific formatting rules, especially for dates and custom fields. The guide outlines two main import types: basic employee data and table data, each requiring separate spreadsheets. It also includes sections on preparation steps, training resources, and frequently asked questions, addressing common concerns like auto-numbering. Users are encouraged to start with test imports to minimize errors, as imports cannot be undone.

  • Jul 2, 2026
  • Knowledge

Title
Import Data into BambooHR
Article Text
This feature is included in the Core, Pro, and Elite packages.

Importing lets you quickly add new employees in bulk, update existing employee records, or enter table-based information like compensation or job history—all from a spreadsheet. This guide walks you through the entire import process from start to finish: what to prepare, how importing works, and how to run it successfully.

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Table of Contents

Before you start

There are a few key things to know before importing data:

  • Only Account Owners and Full Admins can import data into BambooHR. Hours importing is an exception and can be done by custom access level users with the Manage Hour Imports permission.
  • Imports cannot be undone, so we recommend starting with a test file that contains just one row of data.
  • Ensure you are using the correct import type.
  • Your spreadsheet needs to follow specific formatting rules, especially for dates, custom fields, and multiple selection fields.
  • If you use BambooHR® Payroll, you will need to include additional required payroll fields.
  • Data importing specifics:
    • Performance data (assessments, goals, feedback, 1:1 notes) cannot be imported.
    • Files and documents cannot be imported using the importer. They must be individually uploaded to the Files tab or employee's Documents tab.
    • Time & Attendance data is not imported through the basic importer. You can import hours using the Hours Importer, but no other time tracking or shift scheduling information can be imported.
    • Benefit elections and enrollments are only imported through the benefits-specific importer.

Important: Be sure to watch the import training video (see below) and read through this guide fully before your first import. It goes over key concepts and system behavior that will help you avoid errors. 

When to import data

You can import data into BambooHR in a few different situations:

  1. Add many new employees at once
    • You can add new employee data by using the "Insert a new employee" option during import. Choose this option at the bottom left of the general importer page under the "For each row of data in the file" dropdown. This is used when adding employees who do not yet have an employee profile in BambooHR.
  2. Update a large amount of employee information at once
    • We recommend using Power Edit for most mass updates. However, importing is a better option if you already have the updates organized in a spreadsheet and want to upload them in bulk.
  3. Add time off, benefits, or payroll tax information in bulk
    • For example, if employees receive a holiday off and you need that day to subtract from their time off balance, you can import time off requests for all affected employees to automatically approve the requests. For more information, refer to the applicable importer help guides.
  4. Update historical table data for multiple employees
    • Power Edit can update table data, but it only allows you to add one row per employee at a time. If you need to add multiple historical entries (or multiple rows) for employees, importing is the better option.

Import training video

Prefer hands-on learning? We have an interactive guide that walks you through importing data step-by-step. Just replace “REPLACEME” in the link with your BambooHR subdomain to get started.

https://REPLACEME.bamboohr.com/home?pendo=FWDn8ek-kKM_OSFKO0hBAlk3WZg

Import types

BambooHR supports two types of imports, and you will need to use a separate spreadsheet for each. They cannot be combined into one file. Each import has its own process and impact on your employee records.

  1. Import basic employee data: Use this to update standard or custom single-value fields such as Job Title, Department, or Hire Date. These values will overwrite what is currently stored in BambooHR.
  2. Import table data: Use this when adding records to tables on the employee profile like Compensation, Job Information, Employment Status, or custom tables. These imports add new rows of data in the tables and preserve historical data.

Need to import other data? This guide focuses on basic employee data importers, but BambooHR also has separate importers for time off, benefits, and more.

Format your spreadsheet

If importing basic employee data, you can use the template hyperlinked on the importer page ("template file") as a reference. This template can help you identify the information you need to compile for importing. 

Proper spreadsheet setup is key to a successful import. Here's what to check:

Required file structure

  • Do not use punctuation in your file name.
  • File types accepted are .CSV, .XLS, .XLSX, and .TXT. After formatting your data, you will need to save your spreadsheet using one of these file types.
  • File size must be under 64MB.

Formatting requirements

  • Columns: The top row of your spreadsheet must have the header of each column you are importing into BambooHR. Each column header is a separate field in BambooHR. All column headers must match a BambooHR field name, including capitalization and punctuation. To ensure that your column headers match, run a report in BambooHR with the fields you are importing.
    • In the example above, I have a separate column for each part of an employee's address: Address line 1, Address line 2, City, State, and ZIP code.
  • Employee #: The Employee # is the unique identifier for the employee. Add an Employee # column to your spreadsheet and ensure all employe numbers match the numbers stored in BambooHR for existing employees.
    • You can only assign a new number when adding a new employee. To update existing employee numbers, go to the employees' profiles or use power edit in BambooHR.
  • Dates: Dates must be in the mm/dd/yyyy format. You can format cells containing date information by using the formatting option in your spreadsheet tool (e.g., Excel). Click here to learn more.
    • If you use a different date format in your account under General Settings and import the spreadsheet, the dates will automatically switch to the correct format.
  • Currency: You can format cells containing currency information by using the formatting option in your spreadsheet tool.
    • If you are importing compensation data for employees paid in different currencies, include the amount, a single space, and the three-letter currency code in the Pay Rate column (e.g., 14.00 EUR).

Custom fields

You can import data into custom fields, just make sure your spreadsheet’s column name matches the custom field name in BambooHR. If a custom field shares the same name as another field, update one of the field names so each field is unique. This ensures the system can match your spreadsheet column to the correct field during import.

Multiple selection fields

For fields that allow more than one value, use a vertical bar ( | ) to separate options—no spaces. For example, Email|Phone|Slack. Additional examples above show what this format looks like in a spreadsheet.

BambooHR® Payroll

If you use BambooHR Payroll, you can use the template hyperlinked on the importer page as a reference. It describes the requirements for including an employee in Payroll. To import employees into a payroll-syncing pay schedule, ensure the following:

  • All required payroll fields are included in your spreadsheet. If there is missing data, you will receive an error message during import.
  • If an employee is part of a syncing pay schedule with a salary pay rate and non-exempt overtime status, the Overtime Rate is required (must be >$0.00 and in USD).

Active and inactive employees: When importing historical data, Billing will count all active employees towards your headcount and reflect that amount on your following invoice. If you have inactive employees, ensure that you import termination details along with an inactive status for those terminated employees. This will help you avoid being billed for inactive records.

Date formatting

In the Excel example above, cells in the Hire Date column appears in a two-digit year date format. All dates will need to be updated to mm/dd/yyyy format. An easy way to do this is using the formatting option. Select the cells (or the full column), right-click on it, and then click Format Cells. (The exact steps may vary depending on the spreadsheet tool you are using.)

In the pop-up modal, click Date and select the mm/dd/yyyy format. Click OK to save.

All of the dates in the column should now appear in the mm/dd/yyyy format.

How to import basic employee data

IMPORTANT: It is best practice to start with a spreadsheet that includes just one row of data to test your import. Once that test is successful, you can import the full dataset. Keep in mind that imports cannot be undone, and any mistakes will need to be fixed manually.

Basic employee data includes single-entry fields like Birth Date, Work Email, or Hire Date. When you import these values, BambooHR will overwrite the current information on the employee profile.

Import basic employee data

To get started, enter the following import URL in your browser tab, replacing "REPLACEME" with your company domain. https://REPLACEME.bamboohr.com/manage/import/

In the example above, the company domain is helpcontent.

This will take you to the Import Basic Employee Data page in your BambooHR account. On this page, select Choose File to upload your spreadsheet file and then click Upload to finalize.

Match your data

The system will then automatically match your spreadsheet columns to BambooHR fields for each employee record. In this step, review the field mappings to ensure accuracy. You can also click through a few employee records to make sure everything will be imported correctly by clicking Next. 

If the system did not automatically select the correct BambooHR field for a column, you can select the correct field from a dropdown list.

After reviewing field mappings, scroll down to the bottom of the Match Your Data page to determine a few more settings before importing the data (see below).

Match your data
  1. For each row of data in the file: Choose whether you are updating existing employees (based on Employee #) or adding new employees.
  2. For all unknown list values: Choose what you want to do with unknown list values. List values are options included in dropdown lists in BambooHR. This setting most commonly applies when importing historical or table-based data. For basic employee data imports, unknown list values typically apply only to custom fields you have added, such as T-Shirt Size, Nationality, or Second Language, since standard fields like Job Title and Department are imported as table data.
    • Add: Will be imported as a new option in the relevant dropdown list
    • Ignore: Will not be imported unless already listed as a value in BambooHR

After reviewing field mappings and configuring additional settings, click Import.

Import basic employee data

Import results will be automatically generated. Click Show Import Details to review your imported data. You can also verify data accuracy in BambooHR using one or both of the following ways:

  • Run a custom report in BambooHR including the fields you imported.
  • Spot-check a few employee profiles to confirm everything was imported correctly.

Do not rely on the Import Results table alone as it shows what was in the spreadsheet, not what was successfully added.

Need help resolving an import error? See the Resolve Common Import Errors guide for common issues and how to fix them.

How to import table data

IMPORTANT: Only use one table per spreadsheet. For example, Compensation table data should be on its own spreadsheet, separate from Employment Status or other tables, since each is imported independently. 

It is best practice to start with a spreadsheet that includes just one row of table data to test the import. Once that test is successful, you can move forward with the full dataset. Keep in mind that table imports cannot be undone, and any mistakes will need to be fixed manually. 

Table data includes historical or repeating records like Compensation or Job Information. These imports add new rows to an employee's history rather than overwriting existing data.

To get started, enter the following import URL in your browser tab, replacing "REPLACEME" with your company domain. https://REPLACEME.bamboohr.com/manage/import/history/

In the example above, the company domain is helpcontentgademo.

Import table data

This will take you to the Import Table Data page in your BambooHR account. On this page, open the dropdown list under "Select a table" to select the table you want to import into. Each table option will list the column headers available within the table in your BambooHR account, which is why you must do each table import individually.

Table-specific notes

  • Equity: You will need to choose between two import types:
    • Add on: Appends your equity data
    • Replace: Overwrites your equity data
  • Compensation: The Pay Rate and Pay Per fields are required.
  • Employment Status (for terminations): If you are importing termination details, import them into the Employment Status table using the Terminated status. This includes Termination Date, Eligible for Re-hire, Termination Type, and Termination Reason.
  • Training: You can import employees' completed training history, but only after the corresponding courses have been created in Settings > Training.

BambooHR Payroll: If an employee is on a Payroll-syncing pay schedule and has Salary listed as the Pay Rate and Non-Exempt listed for the Overtime Status, the Overtime Rate field is required for import.

Import table data

After selecting the table you want to import data into, select Choose File and then click Upload to finalize.

The system will then automatically match your spreadsheet columns to BambooHR fields for each employee record. In this step, review the field mappings to ensure accuracy. You can also click through a few employee records to make sure everything will be imported correctly by clicking Next. 

If the system did not automatically select the correct BambooHR field for a column, you can select the correct field from a dropdown list. If your spreadsheet includes columns that do not pertain to the table you are importing data into, you can use the xxxxx Do not import this field xxxxx option to exclude them and avoid errors. For example, the Employee Name column in the import template is for your reference and is not a field in the table. In this case, you would mark that column as xxxxx Do not import this field xxxxx during the table import.

After reviewing field mappings, scroll down to the bottom of the Match Your Data page to configure an additional setting before importing the data (see below).

Match your data

From the dropdown menu, choose what you want to do with unknown list values. List values are options included in dropdown lists in BambooHR, such as Job Title, Department, Employment Status, etc.

  • Add: Will be imported as a new option in the relevant dropdown list
    • If you choose the Add option, BambooHR will not flag misspelled or inconsistently formatted values. Ensure all list values are spelled and formatted consistently to avoid creating duplicate options for the same value.
  • Ignore: Will not be imported unless already listed as a value in BambooHR

After reviewing field mappings and configuring additional settings, click Import the Data.

Import table data

If the data was imported without any issues, a confirmation message will show the number of rows that were added successfully. Click Show Import Details to review the results. 

For standard job tables in BambooHR, like Employment Status, Job History, and Compensation, you can use the standard BambooHR reports to verify and confirm your data imported accurately.

If there are problems with your import,  an error message will appear at the top of the results page. Click Show Import Details to view the specific reasons why the data was not imported.

For example, the image above shows an employee missing an effective date or using a date format that does not follow the standard mm/dd/yyyy structure.

Fix any issues in your spreadsheet, using the Resolve Common Import Errors guide for help with common issues. Then, re-import the data. 

How to import new employees

Importing candidates into the Hiring tab or ATS in BambooHR is not currently supported.

When importing basic employee data, use the "Insert a new employee" option under "For each row of data in the file" to add employees who do not yet exist in BambooHR. This tells the system to create a new employee profile. Only use this option for brand-new employees, not for employees hired through BambooHR ATS. To verify import results, run a report including the fields you imported.

Frequently Asked Questions

Does auto-numbering apply when importing new employees?

No. If you have auto-numbering turned on in your account, you will need to anticipate the employee's numbers yourself and manually add them to your importing template. The easiest way to do this is to create a custom report.

  1. Navigate to Reports > New Custom Reports > + New Report
  2. Name the report.
  3. Click Fields and add the Employee # to the report.
  4. Click Filters and change to All
    • This ensures you don't attempt to assign a previously used employee number.
  5. Click the Sort button (upward and downward arrow), then click + Add sort.
  6. Sort by Employee #, then choose Z-A.
    • This will put the biggest number first, showing you the most recently used number.
  7. If you want to verify this data is correct, you can also add the Hire Date field to the report and sort by hire date instead.

After importing, the system will pick back up where you left off when you add new employees through the ATS or using the New Employee form.

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