In this article, you'll learn how to import your HR export into Beeline and reuse the column mapping every month.

If your team changes often, inviting people into Beeline can be time-consuming. Upload & Map takes the spreadsheet your HR or payroll system already produces, lets you match its columns to Beeline's fields once, and remembers that mapping so next month's import is a few clicks. People who are already on Beeline are recognised by their email or phone number, so you can upload your whole staff list each time without creating duplicates.

Beeline_HR_Import_Explainer.mp4

📤 How to import your HR export

You'll need an Admin login and a spreadsheet (.xlsx, .xls or .csv) with one row per person. Every row needs a full name and either an email address or a mobile number.

  1. In the Admin section, open the Users page and click Invite to [your workspace].
  2. Choose Bulk Upload, then Upload & Map.
  3. Drop your file onto Upload your file, or click Choose File and select it. Your columns can be named anything.
  4. On Match your columns, click Auto-suggest. Beeline reads your headings and fills in its best guess for Full name, Email and Phone.
  5. Check each match. If your file has a first name and a surname in separate columns, choose First + Last and pick both.
  6. Under Store extra info, tick any other columns worth keeping on each person, such as an employee number. This is optional.
  7. Read the Preview. Rows with a missing name, no contact details, or a duplicate email or phone are listed under Rows with errors and skipped.
  8. If some phone numbers are flagged as invalid, choose Import without the phone to keep those people using their email address, or Skip them to leave them out.
  9. Click Continue with [number].
  10. On Assign Roles & Groups, set the default Role and Groups in the Default Settings bar. The defaults apply to every row, and you can change an individual person's row if they differ.
  11. Click Review & Create, check the summary, then click Create Users.
  12. When Beeline asks Reuse this setup next time?, type a Mapping name you'll recognise later, such as "Monthly HR export", and click Save mapping. Then click Done.

New people receive an invitation and sit under Pending Invites until they accept. Anyone already in your workspace is added to the groups you chose and their role is updated if you changed it. Group assignments and invitation emails are processed in the background, so allow a few minutes.

🔁 How to reuse your saved mapping next month

  1. Export a fresh staff list from your HR system, using the same export as before.