Team members in Workstream are usually created when applicants are hired and moved into onboarding.

You can also add team members directly, either one at a time or in bulk. How you do this depends on your Team Management version.

Which version are you on?

Classic version: Has a dedicated Onboarding tab
New version: Onboarding is part of the Team tab

This article shows how to add team members in both the Classic and New versions of Team Management, including the required information and tips to avoid common mistakes.

Classic version

Add multiple team members in the classic version

📌 The classic version doesn't support adding a single team member manually. Team members are created through the hiring process or by using bulk import.

Step 1: Download the import template

Go to Team View, then the Team tab.
Select Add team members in the upper-right corner, then Bulk import team members.
Download one of the provided templates:
- Excel (.xlsx) – recommended
- CSV (.csv)
- Google Sheets

⚠️ Always use the provided template.

Don't rename columns, reorder headers, or add new ones.

Step 2: Review the template instructions and accepted formats

Before entering data, review the READ ME FIRST – Instructions and Accepted Formats tabs. They explain required fields and the exact formats Workstream accepts, helping you avoid import errors.

Step 3: Format sensitive columns as plain text

Incorrect formatting is the #1 reason imports fail.

The problem:
Spreadsheets automatically format numbers, which can change your data:

8015550101 → 8015550101.0
001234567 → 1234567

Workstream doesn't accept decimal values or altered IDs, even if they look similar.

What you must do before entering data:

Make sure these columns are treated as text, not numbers.
Re-enter any values if your spreadsheet automatically added decimals or removed leading zeros.

Tip 💡: If you’re using Google Sheets or Excel, refer to their guides on formatting columns as plain text to avoid common import errors.

Step 4: Fill in the “Employee Import Template” tab

Now you’re ready to work in the main tab: Employee Import Template.

Go to the Employee Import Template tab.
Fill all red (required) columns.
Leave optional fields blank if you don’t need them.
Make sure that these fields match what's exactly in Workstream:
- Work Location
- Department
- Status (Active, Hired, Offboarded)

Step 5: Upload your file to Workstream

Once the template is filled:

Return to Workstream and upload the file.
Select Continue.

Step 6: Review validation results

You’ll see a Review and confirm screen.

If errors appear, Workstream will tell you:

Which employee was skipped
Which column caused the issue
What format or value is expected

From here, you can:

Export skipped employees
Fix only those rows

Step 7: Confirm and finish

If everything passes, select Confirm and start import.

You’ll receive an email when the import completes, and new team members will appear on the Team tab.

New version

Add a team member in the new version

Step 1: Go to the "Team" tab

In Team View, select the Team tab.
Select Add team member. This opens a new window where you can enter their details.

Step 2: Fill out their information and save

Personal information
Employment details
Onboarding process

Add multiple team members in the new version

In the New version of Team Management, you can add multiple team members at once by uploading a spreadsheet.

This option is useful when onboarding existing employees or adding records without going through the hiring flow.

Step 1: Open the Bulk Import Flow

Go to Team View, then Team.
Select Add team member in the upper-right corner, then Import team members.

This opens the bulk import flow.

Step 2: Download and review the template

On the upload screen, select Download Excel template.

Before entering data, take a moment to review the template:

Required columns must be present for the import to continue
Optional columns can be included or left blank
Each row represents one team member

Using the provided template helps ensure your columns are recognized correctly during import.

Step 3: Fill out the template

Enter one team member per row.
Make sure your file includes values for all required columns shown in the upload screen.
Note: If any required value is missing, the row will be flagged during review.

Step 4: Upload your file

Once your spreadsheet is ready:

Upload the file in the bulk import window.
Continue to the next step.

Workstream will read your file and prepare it for mapping.

Step 5: Review and map columns

You’ll see a Map columns screen where:

Uploaded columns appear on the left
Sample data is shown in the middle
Destination fields in Workstream appear on the right

Most columns are mapped automatically. If a column isn’t mapped, select the correct destination field from the dropdown.

You can also remove columns you don’t want to import.

Step 6: Resolve picklist and value mismatches

For fields with predefined values (such as Employee Type, Status, or similar picklists), Workstream may ask you to confirm how uploaded values should map.

For example:

Full time → full_time
Part time → part_time

Select the correct matching value for each entry, then confirm. This ensures your data aligns with valid Workstream values.

Step 7: Review and fix issues

Next, you’ll see the Review & finalize screen.

Here, Workstream checks for:

Missing required values
Formatting issues (such as invalid dates or phone numbers)
Invalid or mismatched values

Rows are grouped into:

Clean rows
Rows with issues

For rows with issues, you can:

Use Fix formatting errors to auto-correct values
Manually update individual cells
Delete rows you don’t want to import

You can review and fix issues directly in this screen without re-uploading the file.

Step 8: Import team members

Once all required issues are resolved:

Confirm that the file is ready to be imported.
Select Import.

You’ll see a confirmation message once the import is complete.

New team members will appear on the Team page and can continue through onboarding as needed.

Export team member data

Create job roles

Run regular payroll in Workstream

Run Payroll in the New Experience (Beta)

Mail paper checks from a submitted payroll (Beta)