/This article reviews the Payroll Employee Update Template and the Employee Update Template. Use these two imports to update employee information in bulk.
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Employee Update Template
Select the Admin application
Click the Import external link icon
Select Employee from the Option dropdown
Select Update Existing from the Type dropdown.
Payroll Employee Update Template
Select the Admin application
Click the Import external link icon
Select Payroll Employee from the Option dropdown
Select Update Existing from the Type dropdown.
Employee Update Template
Use the Employee Update Template to update fields on the Basic Info tab and Employment tab of employee records.
When you download the Employee Update Template, the template includes all active employees. When you upload the Employee Update Template, the system updates employee records if any fields within the template contain new data.
Downloading and uploading the Employee Update Template
To download the Employee Update Template:
Go to the Import tool.
Select Employee from the Options drop-down menu.
Select Update Existing from the Type drop-down menu.
Click Download Template.
To upload a completed Employee Update Template:
Go to the Import tool.
Select Employee from the Options drop-down menu.
Select Update Existing from the Type drop-down menu.
Click Upload File.
Select the saved file.
Click Next.
Confirm the mapped fields.
Note: If the system does not automatically match the fields, you may have selected the incorrect file. The column titles may also have changed.
Click Next.
Click Import.
Employee Update Template columns
The Employee Update Template has the following columns:
Column Title | Description | Accepted Entry and Notes | |
|---|---|---|---|
A | Employee ID | R365 GUID (a unique, system-generated identifier) for the employee
| This column is for system use only. Do not edit it. |
B | Full Name | Employee's full name | This column is for reference only. The system does not import changes made to this column. |
C | Payroll ID | Employee's payroll ID used in third-party payroll systems | Text |
D | Primary Location | Employee's primary/default location | Text |
E | Hire Date | Employee's date of hire | YYYY-MM-DD
|
F | Preferred Contact Method | How the employee receives messages from R365 | Text Email Both Text & Email |
G | Employee's personal email address | Text | |
H | Mobile Phone | Employee's personal phone number | Numerical |
I | Allow Text Messaging | If R365 can send text messages to the employee | True False |
J | Break Waiver | If the employee has break waiver on file | True False |
K | App Access | If the employee has access to the R365 Mobile App. If 'Yes' or '1', the employee receives a text or email notification. The notification type depends on the employee's preferred contact method. | Yes or 1 No or 0 |
L | Login Password | Password for logging into the R365 Mobile App | Text |
M | Birth Date | Employee's date of birth | YYYY-MM-DD |
N | Job Title | Employee's primary job. The job name must match an associated job record. You must also fill in the Job Location and Pay Rate columns.
| Text |
O | Job Location | Name of the location associated with the job record. Location name must match an associated location record. You must also fill in the Job Title and Pay Rate columns. | Text |
P | Pay Rate | Employee's rate of pay associated with the job. If Pay Rate is blank when Job Title and Job Location are entered, the system imports Pay Rate as $0.00. You must also fill in the Job Title and Job Location columns. | Numerical, up to four decimals |
Q | Inactive | If the employee is 'inactive' in R365 | True False |
R | Address1 | Address line 1 | Text |
S | Address2 | Address line 2 | Text |
T | City | City | Text |
U | State | State | Text |
V | Zip Code | Zip code | Numerical |
W | Preferred Name | Employee's preferred name | Text |
X | Gender | Demographic Information
| Male Female Choose no to identify No Selection |
Y | Ethnicity | Hispanic or Latino Not Hispanic or Latino Choose not to identify No Selection | |
Z | Race | White Black or African American Asian American Indian or Alaska Native Native Hawaiian or other Pacific Islander Hispanic or Latino Two or More Races (not Hispanic or Latino) Choose not to identify No Selection | |
AA | Employment Type | Employment Information | Full-Time Part-Time |
AB | Primary FLSA Status | Exempt Non-Exempt |
Payroll Employee Update Template
Use the Payroll Employee Update Template to update direct deposit and W-4 details for employees who are active in R365 Payroll.
Requesting the Payroll Employee Update Template
The Payroll Employee Update Template is only accessible by R365 Support. For assistance with downloading and uploading the Payroll Employee Update Template, please contact your CSM, Payroll Coach, or R365 Support.
Payroll Employee Update Template columns
The Payroll Employee Update Template has the following columns:
Column Title | Description | Accepted Entry and Notes | |
|---|---|---|---|
A | R365 Employee ID | GUID Employee ID | This column is for system use only. Do not edit it. |
B | Legal Entity Name | Name of the legal entity associated with the employee's primary location | This column is for reference only. The system does not import changes made to this column. |
C | Basecamp Employee Id | Employee's R365 Payroll ID | This column is for reference only. The system does not import changes made to this column. |
D | First Name | Employee's first name | This column is for reference only. The system does not import changes made to this column. |
E | Last Name | Employee's last name | This column is for reference only. The system does not import changes made to this column. |
F | Legacy Payroll Id | Employee's Payroll ID used in third-party payroll systems | Text |
G | Legacy Employee Id | Employee's Employee ID used in third-party payroll systems | Text |
H | Employee's personal email address | Text | |
I | Phone Number | Employee's personal phone number | Numerical |
J | Tax Payer ID | Employee's Social Security Number (SSN) or Taxpayer Identification Number (TIN) | Numerical (9 digits exactly) |
K | Pay Schedule | Pay cycle for the employee | Daily (Daily, daily, D, d) Weekly (Weekly, weekly, W, w, Wk, wk) BiWeekly (BiWeekly, Biweekly, biweekly, Bi_Weekly, Bi_weekly, bi_weekly, BW, bw). Monthly (Monthly, monthly, M, m). SemiMonthly (SemiMonthly, Semimonthly, semimonthly, Semi_Monthly, Semi_monthly, semi_monthly, SM, sm)
|
L | Account Nickname | Direct Deposit Account Information | Text |
M | Financial Institution | Text | |
N | Account Type | Checking Savings | |
O | Routing Number | Numerical (9 digits exactly) | |
P | Account Number | Numerical | |
Q | W4 Filing Status | W-4 Tax Information | M = Married filing jointly S = Single or married filing separately H = Head of household |
R | W4 Multiple Jobs | True False | |
S | W4 Children Under 17 | Numerical - whole number | |
T | W4 Other Dependents | Numerical - whole number | |
U | W4 Other Income | Numerical - with decimals | |
V | W4 Deductions | Numerical - whole number | |
W | W4 Extra Withholdings | Numerical - with decimals | |
X | W4 Exempt | True False |
FAQ
What happens after I click Import — how do I know if it worked?
R365 shows one of three results: a success message with links to the updated records, a partial-success message if some rows imported and others didn't (with a downloadable corrections file listing what to fix), or a failure message if nothing imported. If you see a partial or failed result, download the corrections file, fix the listed rows, and import the corrected file again. See the Import Page article for the full breakdown of each outcome.
What happens if I leave Pay Rate blank when I fill in Job Title and Job Location?
The system imports Pay Rate as $0.00 for that row. Double-check the Pay Rate column any time you're adding or changing a Job Title or Job Location, since a blank value there doesn't skip the update — it sets the employee's pay to zero for that job.
How do I get a copy of the Payroll Employee Update Template?
Unlike the Employee Update Template, you can't download this one yourself — it's only accessible through R365 Support. Contact your CSM, Payroll Coach, or R365 Support directly for help downloading and uploading it.
Is the "Employee ID" or "Payroll ID" column the same across both templates?
Payroll ID is the same field in both cases — R365 labels it "Payroll ID" in the Employee Update Template and "Legacy Payroll ID" in the Payroll Employee Update Template, depending on whether R365 Payroll is enabled. The Employee ID / R365 Employee ID column in each template's column A is a separate, system-use-only GUID; check with your CSM if you need to confirm whether the two templates' GUID columns reference the same underlying value.