With Calamari's employee import templates, you can:
import new employees into the system,
update employee data.
π‘ Tip: People Import feature is an excellent option for updating or adding data for many users at once β perfect for bulk updates.
If you only need to update one or a few employee profiles, you can still use the import feature, but in most cases, manual editing will be more practical and time-efficient.
Import new employees into the system
1. Download the template
The template is located in your Calamari account:
Configuration tab β Import β Import via Excel file β Download the blank template:
2. Fill in the template file
Fill in the template file with employees' data. Below, you will find best practices on how to correctly fill in the template.
β οΈ Fill out all required fields
Employee email
First and last name
Hire date (format: YYYY-MM-DD)
Holiday calendar (e.g., Default)
Work schedule (e.g., Full-time - 1/1)
Approval flows (e.g., Basic approval flow)
Contract types (e.g., Employment contract - 26 days)
Time zone (e.g., America/Los_Angeles β Calamari uses tz identifier)
β Make sure that the names you enter in the file columns are exactly the same as those in Calamari
Contract types
Work schedules
Approval flows
Holiday calendars
If the names in the file do not match the names in Calamari, the system will not allow the data to be imported.
π‘β Tip: We recommend copying the names directly from Calamari and pasting them into the file to avoid errors.
β Check for typos or blank spaces at the end of each line
Cells that refer to fields already defined in Calamari must contain exactly the same names. Review your file for possible typos and spaces - spaces can appear, especially when you copy something from another place.
If the names are not identical in the file and in Calamari - the system will not allow you to import data.
β Unsure what to put in the required fields?
We recommend completing the required fields with data that is already in Calamari, such as the approval flow β "Basic approval flow. " You can always update this information later when configuring these settings sections.
3. Save the file in .xlsx format
In your spreadsheet editor, select Save as. Make sure the selected format is .xlsx.
4. Upload the file
To upload the import file, go to: Configuration β Import β Import via Excel file β Add from drive.
If the file hasn't been uploaded, you will receive notifications and can download a return file that highlights the cells needing correction marked.
Update employee data
You can update the employee's data via importing the Excel file to Calamari. The common use cases for updating the data are explained below.
How to edit data
When updating data, leave only the data of those users in the file and only those columns in which you want to change information (columns and rows whose data you do not want to edit must be deleted from the sheet).
β οΈ Important! You must delete entire columns and rows along with their headers, not just the content of cells.
If you leave an empty field in the file (i.e. delete data from a cell, but do not delete a column or row), the import will delete this data for the employee. An empty field means no information.
β
βExample: If you delete a team in the file that the employee is in, and leave the "Teams" header, this field will be empty. After import, the team will be deleted from the employee's profile.
βRemember that the employee's email is their unique identifier, so the email column is always required.
How to update employee data
If you need to change or supplement employee personal data, follow the instructions below:
1. Download the template file
The template is located in your Calamari account:
Configuration tab β Import βImport via Excel file β Download the filled template:
2. Update the cells that require updating
The file should only contain column headers that need to be changed.
Example: You want to change the address information in employee profiles. Remove columns from the file that you do not want to change and leave only those that need to be updated.
Below is an example of an import file with employee addresses to update:
3. Upload the file
To upload the import file, go to: Configuration β Import β Import via Excel file β Add from drive.
How to update the organizational structure (teams)
To modify the team structure in your company, please adhere to the instructions below:
1. Download the template
The template is located in your Calamari account:
Configuration tab β Import βImport via Excel file β Download the filled template:
2. Update the cells that require updating
The file should only contain the column headers that need to be changed.
Example: Some employees already belong to one team:
You want to add them to another team, e.g. named "Office - New York".
In this case, add the name of the new team after the comma to the same cell where the current team already exists. Thanks to this, the data will not be overwritten, and the employees will remain on both teams.
3. Upload the file
To upload the import file, go to: Configuration β Import β Import via Excel file β Add from drive.
β οΈ Important! If you want to update contract types, teams, or work schedules in employees profiles, this may affect historical accrual data.
If your employees have changed contract types, follow these instructions: What to do when an employee changes schedule, contract or full-time position?
Ask for support
If you need assistance uploading data, go to Configuration β Import β Share files with the Customer Support Team β Attach file & let us know you uploaded the files.
