---
title: "Using the Employee Import Sheet"
slug: "using-the-employee-import-sheet"
tags: ["Language - English", "Area - Administration", "Industry - Landscaping", "Type - Task (How-To)", "Role - System Admin", "Role - Branch Admin", "Skill Level - 1 (Beginner)"]
updated: 2025-10-24T15:35:59Z
published: 2025-10-24T15:35:59Z
canonical: "guide.youraspire.com/using-the-employee-import-sheet"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://guide.youraspire.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Using the Employee Import Sheet

## **Purpose**

After watching the CRM training videos to understand how the *Contacts* module works, Aspire offers the ability to import your *Employee Contacts* yourself through *Administration.*

Below, you can read the instructions for downloading and uploading the *Employee Import* file, as well as how to fill out each field.

- If an employee has already been loaded into Aspire manually do not include them on this spreadsheet.
- If you are an IPS client this sheet may not be required. Please reach out to your Inova representative.

## **Downloading the Employee Import Sheet from Aspire**

Next, you can move forward with downloading your Employee import sheet from Aspire!

- To download the spreadsheet for entering employee contact information, navigate to your profile icon and select *Administration*.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-the-employee-import-sheet-image-1bx6jmdo.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A24Z&se=2026-11-13T11%3A16%3A24Z&sr=c&sp=r&sig=LPek%2BEAK856Bq6e4%2F1tLZUOEIrzWREu%2FFQ4xL4X3yp8%3D)

- Then, select the *Application* tab, and then *Imports.*

*![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-the-employee-import-sheet-image-3geupzni.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A24Z&se=2026-11-13T11%3A16%3A24Z&sr=c&sp=r&sig=LPek%2BEAK856Bq6e4%2F1tLZUOEIrzWREu%2FFQ4xL4X3yp8%3D)*

- Under *Import Type*, select *Employee Contact.*

*![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-the-employee-import-sheet-image-jndl6qqb.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A24Z&se=2026-11-13T11%3A16%3A24Z&sr=c&sp=r&sig=LPek%2BEAK856Bq6e4%2F1tLZUOEIrzWREu%2FFQ4xL4X3yp8%3D)*

- Then, select *Download Example* to download the spreadsheet.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-the-employee-import-sheet-image-95afrsnk.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A24Z&se=2026-11-13T11%3A16%3A24Z&sr=c&sp=r&sig=LPek%2BEAK856Bq6e4%2F1tLZUOEIrzWREu%2FFQ4xL4X3yp8%3D)

- In your browser or file explorer, locate the downloaded spreadsheet and open it!

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-the-employee-import-sheet-image-98xv0rfx.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A24Z&se=2026-11-13T11%3A16%3A24Z&sr=c&sp=r&sig=LPek%2BEAK856Bq6e4%2F1tLZUOEIrzWREu%2FFQ4xL4X3yp8%3D)

- If your Excel file opens the file in a read only format, then you can select *Enable Editing* at the top to add your import information.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-the-employee-import-sheet-image-0f3z0o1a.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A24Z&se=2026-11-13T11%3A16%3A24Z&sr=c&sp=r&sig=LPek%2BEAK856Bq6e4%2F1tLZUOEIrzWREu%2FFQ4xL4X3yp8%3D)

You'd fill in the spreadsheet with your Employee Contacts that will be imported into Aspire!

🧠 If you need information or examples on each column, keep reading!

Here's an example:

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-the-employee-import-sheet-image-5hrnp3ku.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A24Z&se=2026-11-13T11%3A16%3A24Z&sr=c&sp=r&sig=LPek%2BEAK856Bq6e4%2F1tLZUOEIrzWREu%2FFQ4xL4X3yp8%3D)

## **Instructions for the Employee Import Sheet**

Please follow the guidelines very carefully below when entering your *Excel* spreadsheet with your items data to be uploaded into the Aspire system.

Instructions for how to fill out each field, including required fields, are available in the table below.

🧠 Keep in mind:

- Do not remove or change any columns on this spreadsheet. If removed or changed, the data load will not work.
- No copyright or ™ symbols
- The *Contact Type* for the *Employee Contact* import needs to be either *Employee* or *Sub.*

⚠️ *Columns B, C*, *Q*, *U, and V* are required fields and must be filled with data. Do not leave these cells empty.

### **Field Name Descriptions for Your Employee Import**

Below are the columns that are available for your Employee import. 👇

| Column and Field Name | Description | Example |
| --- | --- | --- |
| A. Salutation | Enter the Employee's Salutation if there is one. | *Mr., Mrs., Jr., Dr.* |
| B. Contact First | This is a required field. This is the Employee's First Name | *Camilla, Emilia, Jeremy* |
| C. Contact Last | This is a required field. This is the Employee's Last Name. | *Smith, Johns, Anderson-Jackson* |
| D. Contact Job Title | This is the employee's job title. | *Crew Leader, Account Manager, Operations Manager* |
| E. Office Phone | If the employee has an office phone number, | xxx-xxx-xxxx, xxxxxxxxxxx |
| F. Home Phone | This is the employee's home phone number. | xxx-xxx-xxxx, xxxxxxxxxxx |
| G. Mobile Phone | This is the employee's mobile phone number. If your company is setting up SMS notifications internally, this is the number that will be used. | xxx-xxx-xxxx, xxxxxxxxxxx |
| H. Fax Phone | If they have a fax phone number, you can put it here. | xxx-xxx-xxxx, xxxxxxxxxxx |
| I. Contact Email | An email is only required if the employee will be a crew leader for Aspire Mobile or logging into the full desktop version of Aspire. Not needed for crew members. | *olive@email.com, alora@email.com* |
| J. Company | Company the employee works for. 📌 Note: Company needs to exist in Aspire before this import is complete, or the record will not be tied to a Company. | *Aspire, Green Scene, Incrediscape* |
| K. Address1 | Enter street location of employee's home or office. | *1245 Washington Way* |
| L. Address2 | Enter additional address info if required. Example: Apartment or Suite Number | *Unit 1, Suite 2, 25* |
| M. City | The city the employee lives in. | *Jacksonville, Chesterfield, Biloxi* |
| N. State | The state the contact lives in. | *FL, CA, Missouri* |
| O. Zip | The zip code the employee lives in. | *32084, 32084-0724* |
| P. Branch | This is the name of the Branch your Employee should be tied to. If Branches are set up as a Required Field in Admin for your contacts, then this is a required field. 📌 Note: Branches must be set up in Aspire Administration before this import is complete. | *Main, West* |
| Q. Contact Type | This is a required field. Employee or Sub should be selected for the employee contact. | *Employee, Sub* |
| R. Employee Number | Usually provided by your payroll provider. Unique number to identify the employee. | *154222, 25365z, 23589* |
| S. Employee Pin | Number used for employees to log in to *Aspire Mobile.* Recommended a minimum of 4 characters. Letters and numbers can be used. The pin number has to be unique to the employee and can't be used more than once. | *4456, 52120, 3339* |
| T. Pay Schedule | Enter one of the pay schedules currently setup in Admin ➡️ Manage Lists ➡️ Pay Schedule. 📌 Note: *Pay Schedule* must exist in *Aspire Administration* before this import is complete! | *Weekly 40, Salary* |
| U. Pay Rate | This is a required field. The employees hourly pay rate. If job costing salaried employees is desired, the rate would be an hourly cost based on the annual salary. 📌 Note: If this is not filled out, Aspire will enter a 0 in as the *Employee's Pay Rate*. | *25.25, 18, or 100* |
| V. Burden Percent | This is a required field. Estimated labor burden of the employee. This is the estimated percent of base rate paid by the company. Examples include company paid insurance or vacation time. Enter a numeric value only in this column. Percent can be zero but not greater than 100. | *20% should be recorded as 20.* |
| W. Effective Date | Record the employees current pay rate. Put this as the first day of the payroll period. Date should appear as MM/DD/YYYY. 📌 Note: If this is not entered, the day of the import is recorded as the effective date. | *01/01/2025* |

## **Uploading the Employee Import Spreadsheet in Aspire**

When your spreadsheet is completed with information, you can then head to Aspire to import your *Employee Contact* information!

- Navigate to your profile icon, and select *Administration.*

*![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-the-employee-import-sheet-image-f7rjt7v1.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A24Z&se=2026-11-13T11%3A16%3A24Z&sr=c&sp=r&sig=LPek%2BEAK856Bq6e4%2F1tLZUOEIrzWREu%2FFQ4xL4X3yp8%3D)*

Then, select the *Application* tab, and then *Imports.*

*![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-the-employee-import-sheet-image-gcmwn3s7.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A24Z&se=2026-11-13T11%3A16%3A24Z&sr=c&sp=r&sig=LPek%2BEAK856Bq6e4%2F1tLZUOEIrzWREu%2FFQ4xL4X3yp8%3D)*

- Under *Import Type*, select Employee Contact.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-the-employee-import-sheet-image-ubzxe2jc.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A24Z&se=2026-11-13T11%3A16%3A24Z&sr=c&sp=r&sig=LPek%2BEAK856Bq6e4%2F1tLZUOEIrzWREu%2FFQ4xL4X3yp8%3D)

- Then, you can click the *Upload* button and choose your file from your computer folders.

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-the-employee-import-sheet-image-ezkxwgi0.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A24Z&se=2026-11-13T11%3A16%3A24Z&sr=c&sp=r&sig=LPek%2BEAK856Bq6e4%2F1tLZUOEIrzWREu%2FFQ4xL4X3yp8%3D)

- The file chosen from your computer will upload into Aspire!

## **Understanding Errors**

As you are importing your records if there are any validation issues with the spreadsheet, they will be flagged under the import type drop down.

Here’s an example:

There is a legend to help you understand the error type:

![](https://cdn.document360.io/5942a8d7-f3b1-4919-bdfa-d477d8498fe3/Images/Documentation/using-the-employee-import-sheet-image-tupzsegv.png?sv=2026-02-06&spr=https&st=2026-11-13T10%3A16%3A24Z&se=2026-11-13T11%3A16%3A24Z&sr=c&sp=r&sig=LPek%2BEAK856Bq6e4%2F1tLZUOEIrzWREu%2FFQ4xL4X3yp8%3D)

Depending on the import legend information, you can choose to import the file as is by selecting *Complete Import* in the right corner of the import window, or you can choose to fix the spreadsheet and begin a new import!