Module Navigation

How to Import Multiple Employees into ExakTime

In the event that you need to import multiple employees, either due to a hiring spree or the initial setup of your account, you can import your employees with a CSV (comma-separated values) file. 

 Adding Employees Individually

If you only need to add a few employees, then you can add them individually instead of through a CSV file. For more information on this process, you can refer to the following article.

Creating your CSV File


You can create your own CSV file with the necessary information or fill in the provided employee template XLS file below.

XLS Employee Template


  • It is highly advised to remove any employee that should not be entered into the system. Once the employees have been imported, they cannot be deleted and can only be deactivated.
  • Because you are unable to delete employees after they have been added, it can help to only import 1-2 employees to make sure your CSV file was properly created. It is easier to adjust 1-2 employees you tested importing instead of trying to fix 50+ employees.
  • Any employees contained with the CSV file will be imported and active by default unless the status has been specified in the CSV file.
  • As a CSV file uses a comma to separate different values/data, be mindful of entering commas in the middle of values/data as it can skew other columns.
  • When importing an employee, it will look at the employee ID and name (first, last, middle) to determine if a new employee should be created or to update an existing employee.
    • If the employee ID and name (first, last, middle) combination does match an existing employee, it will update the existing employee's information. 
    • If the employee ID and name (first, last, middle) combination does not match an existing employee, it will create a new employee entry.
  • When adding an employee for ExakTime Connect access, you must also provide the following:
    • ExakTime Connect Security Role - Determines what they can do within ExakTime Connect. Default security roles are Administrator, Employee, and No Access.
    • Username - Used by the employee to sign in to ExakTime Connect.
      • The username must be unique within the Arcoro system.
      • If you are using other Arcoro modules, the username for the employee should match the username they already have in the other Arocro modules.
      • Typically, we recommend using the employee's email as the username.
    • Email - Used to verify the employee's email and help create their password.
Available Fields
  • Status
    • "Active" or "Inactive" can be used to set the Employee status.
    • 1 or 0 can be used to set the Employee status.
  • First Name (Required)
  • Middle Name
  • Last Name (Required)
  • Suffix
  • Employee ID
  • Hire Date
  • Policy Group
  • Category*
  • ExakTime Mobile Security Role*
    • Default Security Roles: Administrator, Supervisor, Employee, No Access
  • PIN
  • Employee Group
  • ExakTime Connect Security Role*
    • Default Security Roles: Administrator, Employee, No Access
  • Username
    • The username must be unique within the Arcoro system
  • Email
  • Mobile Phone
  • Home Phone
  • Date of Birth
  • Language
  • Address 1
  • Address 2
  • City
  • State/Province
  • Zip/Postal Code
  • Comments
  • Hourly Wage
  • Employee Type
  • Custom Fields/User-Defined Fields**

*Note: If the security role, group, or category entered does not exist, a new one will be created.

**Custom Fields are created by a user/administrator to include additional data not normally offered in ExakTime Connect, besides the custom fields we include of Employee Type. As custom fields are created by a user, the information that can be used can be limited.

Importing The CSV File

  • Go to Tools and click Import.


  • Select the appropriate options and provide your CSV file. Click Next when finished.


    • Select Employees for the data type to import.
    • Use the "First row contains field names" toggle if your CSV file includes a header row.
    • Click Browse Files and select your CSV file.
  • Use the drop-down menus to specify what data type a column contains and select the date format, if applicable. When finished, click Import.


  • The final step will indicate the status and success of the import.


    • If the import was unsuccessful and you stay on this import status page, you will have a button to download an error file indicating what data could not be imported and why.


    • After the import has been completed, you will receive an email notification with the result of the import. If the file was not successful, you will receive a link to download an error file for what data could not be imported and why.


    • You can navigate to other pages of ExakTime Connect while the import is done in the background.

 Excerpt From An Article

This article is adapted from a comprehensive article: CSV Import for Employees, Locations, and Cost Codes

Was this article helpful?
0 out of 0 found this helpful