The import tool allows you to upload employee data using an Excel or spreadsheet file. You can either use the template provided by Factorial or upload your own file and map the columns directly in the platform. During the process, you can review and edit data with Excel-like features before completing the import.

How to use it

1. In your sidebar, go to Organisation
2. Click the the arrow next to the Add person button and select Import employees
3. Choose the Legal Entity where you want to import the employees

On the import screen, you have two options:

• Download the template and fill in employee data, contract details, and custom fields in a single file.
• Or upload your own spreadsheet, even if it doesn’t follow the template.

After uploading, you will reach the Match columns step:

• On the left, you’ll see the columns from your file; on the right, the corresponding Factorial fields
• Factorial will automatically match as many columns as possible using smart assignation (e.g., "Initial contract" → "Contract start date")
• You can manually adjust mappings for both columns and values (e.g., "Barcelona office" → "Barcelona")
• Required fields (first name, last name, email, contract start date, version date, etc.) and any mandatory custom fields based on the legal entity will be highlighted

Once mapping is complete, proceed to Review Entries:

• Use an Excel-like table to review and edit the data
• You can drag and drop cells, undo/redo changes, filter and sort columns, and hide fields
• You can also copy and paste data directly from an Excel sheet into the table
• If needed, export the entries to Excel using the Export as Excel button
• Manager emails are normalised (casing + surrounding spaces) when matching
• The columns let you use a manager that is not an existing employee yet: in Match entries, an unmatched value can be added as a new option in one click from its context menu. The importer then orders processing so that manager is created before the employees who report to them, letting you import a team and its manager in one file.
• If a value doesn't resolve to any existing or same-file employee (e.g. a typo), it is presented as an error in the Import History instead of completing the row with the manager silently missing.

When ready, click Complete Import

The system will process the file in the background, allowing you to continue working in Factorial. You’ll receive a notification once the import is complete. You can track the status in Settings > Import History