Import employees from a CSV file
Upload a spreadsheet of employees, review the preview, handle duplicates, and check the results.
1. Prepare your file#
- Go to Employees and click Download CSV Template in the Import from CSV box.
- Fill in one row per person. Columns:
| Column | Required | Notes |
|---|---|---|
name |
Yes | Full name |
email |
Yes | Each email once per file |
job_title |
No | |
department |
No | Matches an existing department by name. If no department has that name, a new one is created. |
hire_date |
No | YYYY-MM-DD, MM/DD/YYYY or DD/MM/YYYY |
job_codes |
No | Separate several with a vertical bar, for example RN|CNA. Must match job codes you've already created. |
- Save it as CSV. In Excel: File → Save As → CSV UTF-8. Maximum file size is 10 MB.
TipHeader names are flexible.
Email Address,Full Name,Dept,Start Dateand similar headers are all recognized.
2. Upload and preview#
- Click Choose CSV File, pick your file, then click Upload & Preview.
- The Import Preview page shows three groups:
- New Employees: everyone who will be added. Uncheck anyone you don't want.
- Duplicate Employees: emails already in your organization. For each one choose Skip (keep what's there) or Override (update their name, job title, department and hire date from the file). Training history is always kept.
- Invalid Rows: rows that will be skipped, with the reason, such as Invalid email format.
- Click Confirm Import.
If your plan's employee limit would be exceeded, the preview tells you how many you can import and lets you choose which ones.
3. Check the results#
The import runs in the background. You'll get an email titled Employee Import Complete with totals and any errors.
To see every import and its errors, go to hipaacertify.com/admin/employees/import-history.
4. Send invitations#
Imported employees are not emailed automatically. When you're ready, click Send All Invites on the Employees page. See Invite employees.
Tips and troubleshooting#
- "CSV must contain at least "name" and "email" columns" means the header row is missing or misspelled. The first row must be the headers.
- "The CSV file appears to be empty or could not be parsed" usually means the file was saved as
.xlsx. Save it as CSV and try again. - Large files: if your file has more than 50 new people, remove unwanted rows from the file before you upload. Don't uncheck rows on the preview page.
- Re-adding people you removed: use Add Employee with their email instead of the CSV. Their account and training history come back. See Remove an employee.
- If an import added fewer people than expected, check Import History for the reasons, then contact support if it isn't clear.
Last updated October 27, 2026 · Steps checked against the platform on October 27, 2026.