Overview
PLEASE SEE FILE ATTACHED FILE ON THE BOTTOM OF THE ARTICLE.
You can add or update many employees at once by uploading a CSV file. Each row is one employee. If an employee with the same EmployeeNumber already exists, they are updated. If not, a new employee is created.
The same file can set each employee's wage, work day boundary and meal waiver, and put them on a crew.
The whole file is checked before anything is saved. If any row has an error, nothing is imported.
Before you start
- Save your file as CSV (comma delimited), encoded as UTF-8 or Unicode.
Preparing your file
Your file should start with a header row using the column names below. With a header row, columns can be in any order and you can leave out optional columns. If there is no header row, Pago reads the columns in the exact order shown.
Template: copy the header row below into a new file and save it as a .csv. It has all 23 columns in the order shown in the table. Add one row per location and delete any optional columns you don't need.
Example file:
FirstName,MiddleName,LastName,EmployeeNumber,PhoneNumber,Email,Line1,Line2,City,State,ZipCode,Country,Wage,WageEffectiveDate,WorkDayBoundary,WorkDayEffectiveDate,MealWaiver,MealWaiverEffectiveDate,IsInactive,CrewName,IsH2A
| # | Column | Required | What to enter |
|---|---|---|---|
| 1 | FirstName | Yes | First name. |
| 2 | MiddleName | No | Middle name. |
| 3 | LastName | Yes | Last name. |
| 4 | EmployeeNumber | Yes | Unique employee number. Must be unique in the file. Used to match existing employees. |
| 5 | PhoneNumber | No | Phone number. |
| 6 | No | A valid email address, for example name@example.com. | |
| 7 | Line1 | No | Street address. |
| 8 | Line2 | No | Apartment, unit or other address details. |
| 9 | City | No | City. |
| 10 | State | No | State. |
| 11 | ZipCode | No | ZIP code. |
| 12 | Country | No | Country. |
| 13 | Wage | No | Hourly rate, for example 18.50. To pay minimum wage, leave Wage blank and fill in WageEffectiveDate. |
| 14 | WageEffectiveDate | Sometimes | Date the wage starts, for example 01/01/2026. Required when Wage is filled in. |
| 15 | WorkDayBoundary | No | Time the work day starts, in hh:mm, for example 04:00. |
| 16 | WorkDayEffectiveDate | Sometimes | Date the boundary starts. Required when WorkDayBoundary is filled in. |
| 17 | MealWaiver | No | true or false. |
| 18 | MealWaiverEffectiveDate | Sometimes | Date the waiver starts. Required when MealWaiver is filled in. |
| 19 | IsInactive | No | true or false. Blank means active. |
| 20 | CrewName | No | Name or employer accounting code of an existing crew. |
| 21 | IsH2A | No | true or false. true marks the employee as an H-2A worker. |
You can also add a CrewCode column with a crew's employer accounting code. It works only in files with a header row.
Import your employees
- Go to Employees.
- Click the arrow next to New Employee and choose Import.
- In the Employee Import Csv window, click Choose File and select your CSV.
- Click Import. A progress message shows while the file is checked and processed.
- When it finishes, check the results:
- Total: rows in your file.
- Created: new employees added.
- Updated: existing employees changed.
- Duplicates: rows that share an EmployeeNumber with another row.
- Click Close. The Employees list refreshes.
Fixing errors
If there are errors, the window lists each problem row with its line number. The bad cells are highlighted, with the error message beside the value. Duplicate rows show in their own table.
| Message | How to fix it |
|---|---|
| First Name is required. | Enter a FirstName. |
| Last Name is required. | Enter a LastName. |
| Employee Number is required. | Enter an EmployeeNumber. |
| Email format is invalid. | Use a valid address, for example name@example.com. |
| Wage must be a valid number. | Enter a number with no $ sign, for example 18.50. |
| Wage Effective Date must be a valid date. | Use a date such as 01/01/2026. |
| Wage Effective Date is required when Wage is provided. | Add a WageEffectiveDate, or clear Wage. |
| Work Day Boundary must be a valid time (hh:mm). | Use 24-hour hh:mm, for example 04:00. |
| Work Day Effective Date must be a valid date. | Use a date such as 01/01/2026. |
| Work Day Effective Date is required when Work Day Boundary is provided. | Add a WorkDayEffectiveDate, or clear WorkDayBoundary. |
| Meal Waiver must be true/false or yes/no. | Use true or false. |
| Meal Waiver Effective Date must be a valid date. | Use a date such as 01/01/2026. |
| Meal Waiver Effective Date is required when Meal Waiver is provided. | Add a MealWaiverEffectiveDate, or clear MealWaiver. |
| Inactive must be true/false or yes/no. | Use true or false, or leave blank. |
| H-2A Worker must be true/false or yes/no. | Use true or false, or leave blank. |
| Duplicate record found: '…' appears multiple times in the file. | Each EmployeeNumber can appear only once. |
| Could not parse the request body… | The file is empty or not a valid CSV. Check it has at least one row and is saved as CSV. |
FAQ
What happens to blank cells when I update an employee? Name, phone, email and address are replaced by what is in the file, so a blank cell clears that value. IsInactive and IsH2A left blank are set to false. Include current values for anything you want to keep.
What does CrewName do for an existing employee? The employee is removed from their current crews and added to the crew you name. Leave CrewName blank to keep their current crew.
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