Exporting Employees
Export your employee roster to Excel for payroll systems, audits, or bulk updates
The Export function downloads your current employee data as an Excel workbook (.xlsx). Use it to back up employee records, prepare data for external payroll or accounting systems, perform bulk edits and re-import, or run HR audits.
How to Export
- Go to Workforce > Employees.
- Set the Company, Status and Department filters to what you want in the file (see below).
- Click Export (top-right, next to Import and Add Employee).
The file downloads immediately, named employees-<filters>-<date>.xlsx. It has an Instructions sheet and an Employees sheet.
Export uses the filters currently applied on the page (Company, Status, Department). The search box does not affect the export.
What the Export Contains
The Employees sheet uses the same columns as the import template, so you can edit and re-upload it directly. Column headers, in order:
Employee ID, Company, Works At, First Name, Last Name, Nickname, First Name (TH), Last Name (TH), Title (TH), Email, Phone, Status, Employee Type, Department, Position, Hire Date, Base Salary, Bank Name, Bank Account No, National ID Number, SSO Number, Tax ID, Gender, Birthday, Nationality, Contract End Date, Probation Days, Emergency Contact Name, Emergency Contact Number, Emergency Contact Relation, Address.
A few notes:
| Column | Notes |
|---|---|
| Employee ID | The system's identifier for the record. Keep it as exported when re-importing |
| Works At | The company the person works at under an intercompany assignment. Read-only; changing it in the file has no effect |
| Hire Date, Birthday, Contract End Date | YYYY-MM-DD |
| Employee Type | full_time, part_time, contract, or intern |
| Status | ACTIVE, INACTIVE, TERMINATED, or ON_LEAVE |
| Gender | M, F, non_binary, or prefer_not_to_say |
| Base Salary | Monthly base salary, numeric, no currency symbol |
Editing and Re-importing
The export-edit-reimport workflow is the fastest way to make bulk changes:
- Export the current employee list.
- Open the workbook in Excel or Google Sheets.
- Edit the values you want to change (e.g. update salaries, change departments).
- Save it as
.xlsx. - Import the file via Workforce > Employees > Import.
When you re-import, Hopshift matches each row to an existing employee by Company + Email first, then by Employee ID. Existing employees are updated rather than duplicated. Rows that match nothing create new employee profiles.
Keep the Employee ID column exactly as exported. It is the key used to match each row to the existing employee when you re-import; a blank Employee ID on an unknown email creates a new employee, and a changed Company value moves the employee to that company.
Filtering Before Export
You can narrow the export using the employee list filters:
- Company: one company, or All companies
- Status: All statuses, Active, Inactive, Terminated, On Leave, or Inter-company
- Department: a single team (the filter appears once the company has departments)
Only the employees matching those filters are included in the export.
Terminated Employees
With the Status filter on All statuses, terminated employees are included. To export only current staff, set Status to Active; to review leavers, set it to Terminated.
Related
- Importing Employees: add or update employees in bulk from the same template
- Employee Management: manage individual employee profiles