How to Load Worker Information into Zenefits

The easiest way to add your staff information is through a bulk update. You can access the Bulk Update tool in the Directory app.
bulk update

Select if you'll be updating active, set-up (employees who haven't onboarded), or terminated employees. At this time, you cannot bulk update contractor information.

Then, you'll select the details you'll be bulk editing. As a note, we don't recommend bulk updating employment and compensation information, since you can't add an effective date. 

Once you've checked off the details you'll be updating, select Download Spreadsheet.

download bulk update template
Once you download the spreadsheet, it'll open to a cover page with instructions and reminders on what each fields correlate to in Zenefits. To begin editing, click the Employee Info tab.

bulkupdate spreadsheet

Edit any information as needed, then save your work.

Return to the Bulk Update screen, and select Next.

Under Upload Spreadsheet, select Re-Upload to open the File Picker. Drag and drop the saved, updated file. Next, use the Validate Spreadsheet option to fix any errors before progressing.

Once any errors are cleared from the upload, you can finalize the changes.

Note that updating information through the Bulk Update tool will not trigger an email to notify anyone of the changes being made.
You can import your workers through payroll sync if you're using one of our payroll partners. 
  • You'll initiate the sync by selecting the Pay Connect app, then selecting the Get Started option located at the bottom of the page. Select your payroll provider from the dropdown  list and click Continue. You'll click Continue again to confirm the Sync option. 
  • Once you've confirmed your sync, you'll receive specific instructions based on the payroll provider that you use. In most cases, you'll need to add a Zenefits user to your payroll account so Zenefits can initiate the sync. Please note that the sync process can take up to 24 hours to complete once you've added the Zenefits user. 
  • Any fields that do not migrate over via sync (e.g. emails, gender, employee full-time or part-time status, etc) will need to be backfilled using the Bulk Update feature. You can also manually backfill individual workers by selecting their profile and clicking the pencil icon located in the top right. 

On this page, we'll go through how you can use the spreadsheet method to upload your workers' information into Zenefits to complete the Add Your Workers' Information task.

Method 1: Template

To use the template spreadsheet method, you'll need to download our template. This will download a blank Excel spreadsheet with prefilled formatting and column headers.

While we recommend taking this time to include as much information as you can, the most important fields to include will be:

HR fields:

  • First Name
  • Last Name
  • Email Address
  • Work Location
  • Status (Active or Terminated)
  • Hire Date
  • Termination Date
  • Employment Type
Benefits fields:
  • Legal Gender
  • Job Title
  • Street Address
  • Date of Birth
  • SSN
Time & Attendance fields:
  • Compensation Type
  • Pay Rate
Payroll fields: 
  • Bank Account & Routing Number
  • Payment Method (Direct Deposit or Check)
  • FLSA Classification
  • Tax Withholdings
  • Banking Information

Method 2: Bring Your Own File

To use your own spreadsheet to upload your worker information into Zenefits, you'll click Use Spreadsheet, then drag and drop the file.
After the file uploads, you'll need to map the data from your spreadsheet into Zenefits.
Data Grid Mapping
On the left side, you'll see the Zenefits labels. On the right side, you will select from the column headers in your spreadsheet.

What should I do if the Zenefits field isn't captured in the spreadsheet?

You can bypass this step for now and enter the information manually in a later step.

What do I do if the column from my spreadsheet gets a message next to it?

If the column you select causes a message to pop up next to it that says Map values - Add then you'll need to provide some additional clarification to map the info into Zenefits.
  1. Click Add

    Data Grid Value Mapping

  2. In the window that pops up, you'll see a list of Zenefits populated fields on the left. On the right, you'll select from the drop down of imported values to map your spreadsheet to Zenefits fields.
Any fields that aren't mapped will not be imported to Zenefits system. If you have fields that don't map to Zenefits--for example, you have no interns in your spreadsheet, then it's fine to leave the drop-down blank.

This mapping process is repeated for the following main categories:
  • Required Info
    • First Name
    • Last Name
    • Email Address
    • Work Location
    • Status
  • Employment Info
    • Hire Date
    • Termination Date
    • Employment Type
    • Compensation Type
    • Pay Rate
    • FLSA Classification
    • Job Title
    • Department
  • Tax Info
    • Federal Tax Withholding Allowances
    • Federal Additional Withholding
    • Federal Filing Status
    • State Tax Withholding Allowances
    • State Additional Withholding
    • State Filing Status
    • Local Tax Withholding Allowances
    • Local Additional Withholding
    • EIN
    • Business Name
    • Tax Classification
    • Exempt Payee Code
    • FATCA Exemption
  • Bank Info
    • Payment Method
    • Bank Account #1 Nickname
    • Bank Account #1 Type
    • Bank Account #1 Routing Number
    • Bank Account #1 Number
    • Bank Account #1 Distribution
    • Bank Account #2 Nickname
    • Bank Account #2 Type
    • Bank Account #2 Routing Number
    • Bank Account #2 Number
    • Bank Account #2 Distribution
  • Personal Info
    • Middle Name
    • Preferred Name
    • Legal Gender
    • Gender Identity
    • Personal Pronouns
    • Date of Birth
    • Social Security Number
    • Street Address
    • Street Address 2
    • City
    • State/Province
    • Country
    • Zip Code
    • Personal Phone
    • Work Phone Number
Once you confirm that all fields you would like to import from your spreadsheet into Zenefits are mapped, you can click Finish. At this point, you'll be brought to an overview of all of the information you've uploaded from your spreadsheet. If any required fields were left blank, then you'll see a red error icon next to the individual's name.
datagriderror

This error message means a required field was left blank. If you don't see a red square around an empty on the tab you're on, you can click to the other tabs (Required Info, Employment Info, Tax Info, Bank Info, Personal Info) to correct the validation. Hovering over the red icon will display exactly which cell needs validation.

Once you've fixed all the validation errors, click Submit. While you can submit the data with missing information, we recommend getting everything squared away during this setup flow. Missing information now can cause issues with your company's use of Zenefits down the road.

One of the most important tasks in the Zenefits implementation process is importing your worker information. While we find the spreadsheet method to be a time saver, if you're a smaller company, you may prefer to enter your worker information manually. 

After selecting Enter Manually, you'll be brought to an empty table with the tabs* Required Info, Employment Info, Tax Info, Bank Info, and Personal Info.
*Please note that the tabs may differ, depending on what you're using Zenefits for.

manual dg entry

To begin, click +Add Row.

In the window that pops up, you'll be prompted to enter First Name, Last Name, Work Location, and Status. Then, you'll progress through each tab to fill in the information required.

Once you've added all your workers and necessary information, click Submit to complete the worker information task.

Still need our help? Our support team is waiting to help you. Contact us