Update your employee and employment data in Workleap Compensation by uploading a spreadsheet, without an HRIS integration. New employees are added and existing employees are updated. Nothing is deleted.
Note: Compensation Data Import is available only for accounts that don't have an HRIS integration connected, and Support must turn it on for your account. To request it, contact Support through the chat at the bottom right of the screen. Once it's on, only Executives can use it. Administrators don't have access unless they also have the Executive role.
Import your employee data
In the left navigation, select Configuration, then Compensation Data Import.
Select Download the Excel template, then fill in one row per employee (see the field list below).
Select Import Compensation Data.
Upload your completed file and match your columns to the template fields.
Fix any rows flagged with errors directly in the importer, then submit.
When the import finishes, a message shows how many employees were added and updated. The page also shows Last updated with the date of your most recent import.
What to include in the template
Fields marked Required must be filled in for every row.
Field | Required | Accepted values / format |
Work Email | Yes | Valid email address. Identifies each employee. |
Employment Status | Yes | Active, Inactive, Pending |
First Name | Yes | — |
Last Name | Yes | — |
Hire Date | Yes | YYYY-MM-DD |
Effective Date | Yes | YYYY-MM-DD. The date the job and pay details on this row took effect. |
Job Title | Yes | — |
Job Location | Yes | — |
Currency Code | Yes | ISO 4217 code (for example, USD, CAD, EUR) |
Base Pay Rate | Yes | Amount (for example, 85000) |
Pay Frequency | Yes | Annually, Monthly, Weekly, Hourly |
Hours Per Week | If hourly | Required when Pay Frequency is Hourly |
Manager Work Email | No | Must match an employee in the file or already in Workleap Compensation. Leave blank for top-level employees. |
Department | No | — |
Division | No | — |
Employee Number | No | — |
Employment Type | No | Full-time, Part-time, Contractor, Intern |
Variable Pay | No | Amount |
Bonus Target Plan Name | No | — |
Bonus Target Amount | No | Amount. Use this or Bonus Target %, not both. |
Bonus Target % | No | Percentage. Use this or Bonus Target Amount, not both. |
Pay Change Reason | No | — |
Gender | No | Male, Female, Non-binary, Other, Prefer Not to Disclose |
Ethnicity | No | — |
Photo URL | No | Link to the employee's photo |
How Workleap Compensation matches your data
Employees are matched by Work Email. If the email already exists, that employee is updated. If it doesn't, a new employee is created.
Employment records are matched by Effective Date. A row with the same effective date as an existing record replaces that record. A row with a new effective date adds a new record to the employee's history.
Job titles, locations, departments, and divisions are created automatically the first time they appear in a file.
Importing the same file more than once is safe. Nothing is duplicated.
Important: Leaving Department, Division, or Manager Work Email blank removes that value from the employee's record. Fill these in for every employee who has one, even if their department, division, or manager hasn't changed.
How to remove employees
Compensation Data Import never deletes employees. To remove someone, for example after they leave or go on leave, include their row and set Employment Status to Inactive. Inactive employees don't appear in active comp reviews or views in Workleap Compensation.
Common validation errors
The importer checks every row before you submit. Fix these before continuing:
A required field is blank.
The same work email appears more than once in the file.
A date isn't in YYYY-MM-DD format.
A manager's email doesn't match any employee in the file or in Workleap Compensation.
Two employees are set as each other's manager (directly or through a chain).
Both Bonus Target Amount and Bonus Target % are filled in for the same employee.
An unrecognized Employment Type or Gender is flagged as a warning. The row still imports.
FAQs
Why don't I see Compensation Data Import in Configuration?
Compensation Data Import appears only when Support has turned it on for your account, and only for Executives. If your account doesn't have an HRIS integration and you need to import data, contact Support through the chat at the bottom right of the screen.
What if I see "Another import is already in progress"?
Only one import can run at a time per account. Wait for the current import to finish, then try again. Import Compensation Data is unavailable while an import is running.
What if the import is taking a long time?
If you see "The import is taking longer than expected and may still be running", stay on the page. You'll see a confirmation when the import finishes.
What if the import stopped before it finished?
If you see "The import stopped before it finished", import the same file again to complete it. Employees already imported are updated, not duplicated.
What if I see "We couldn't import this file"?
Check the pay amounts and email addresses in your file, then try again. If the import still doesn't complete, contact Support through the chat at the bottom right of the screen.
Should I use Compensation Data Import or an HRIS integration?
If your HRIS is supported, an HRIS integration keeps your data in sync automatically. Compensation Data Import is for organizations whose HRIS isn't connected to Workleap Compensation.