You can find a link to your Manual HRIS Import Template in your onboarding tracker.
Note: While you can import your HRIS data manually, it is always preferable to set up an HRIS integration with Workleap Compensation for a more consistent and seamless experience.
Step 1: Download the import template
Download the Excel template provided by your onboarding team.
Step 2: Complete the required fields
Fill in the fields marked with an asterisk ( * ). All required fields must be completed for each employee record.
Field | Description | Required | Valid Values / Format |
Work Email | Unique identifier for each employee. | ✅ | Valid email address |
First Name | Can include legal, preferred, or common name. | ✅ | — |
Last Name | — | ✅ | — |
Start Date | Employee start date. | ✅ | Format: |
Employment Status | Used to activate or deactivate employees. | ✅ |
|
Employee Number | Optional internal ID. | — | — |
Photo URL | Link to employee photo. | — | — |
Ethnicity | — | — | — |
Gender | — | — |
|
Date of Birth | — | — | Format: |
Manager Work Email | Leave blank for top-level employees (e.g., CEO). | ✅ | Valid email address |
Job Effective Date | Date the job title or comp details took effect. | ✅ | Format: |
Job Title | Employee's current title. | ✅ | — |
Department | — | — | — |
Job Location | Where the employee is based. | ✅ | — |
Employment Type | Work arrangement. | — |
|
Currency Code | Used for compensation fields. | ✅ | ISO 4217 (e.g., USD, CAD, EUR) |
Pay Rate | Employee's base salary. | ✅ | Amount only |
Pay Period | Salary frequency. | ✅ |
|
Variable Pay | Additional pay tied to performance. | — | Amount only |
Hours Per Week | Required if the Pay Period is hourly. | ✅ | — |
Pay Change Reason | Explanation for the most recent change. | — | — |
Bonus Target Pay | Target bonus amount or percentage. | — | Numeric value |
Bonus Target Plan Name | Plan name for bonus target. | — | — |
Step 3: Upload your completed file
Upload your completed import file to your Confidential File Transfer folder and notify your Customer Success Manager that it is ready for import.
Edit your HRIS data
To make changes to your HRIS data:
Go to your Confidential File Transfer folder.
Duplicate your most recent import file.
Rename the new file with the current date.
Make any required updates in the new file.
Notify your Customer Success Manager once it's ready to upload.
Remove employees
To remove an employee (e.g., due to leave, termination), include their record in your updated import template and set their Employment Status to Inactive.
This prevents the employee from appearing in active compensation cycles or views in Workleap Compensation.