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Import people from CSV

Use a CSV file to create many employees, positions, or teams at once. Klarify checks the file, matches its columns to Klarify fields, and shows you what will be created before you approve the import.

Existing records are ignored. A bulk import never updates or deletes them, so you can safely run the same completed file again.

Prerequisites

  • Your file contains no more than 500 data rows
  • Your file is a CSV of up to 1 MB, not an Excel, Numbers, or OpenDocument workbook renamed with a .csv extension
  • The required columns for the record type are present (see below)

Prepare the CSV

In Klarify’s left sidebar, select People, then select Employees, Positions, or Teams.

  1. Click Bulk upload.
  2. Click Download template for an empty CSV with the supported column headers, or Download sample for an example with ten rows.
  3. Add your records to the file without changing the required column headers.
  4. Save or export the file as CSV.

Employee columns

ColumnRequiredNotes
first_name✅Employee’s first name
last_name✅Employee’s last name
email✅Unique work email
middle_name, display_name—Additional name details
telephone—Work telephone number
address, unit_no, city, zip_code—Address details
country, state—Country and state or province names

Position columns

ColumnRequiredNotes
job_title✅Position title
job_overview—Description of the position
assigned_employee—Existing employee’s email address, not their display name
primary_or_secondary—Whether the assignment is primary or secondary
roles—Roles assigned to the position
reports_to—Manager position’s job title
department—Department name
work_status, work_schedule, work_mode—Employment details
region—Region name

Klarify identifies duplicate position titles during review. Select the duplicate titles you intentionally want to create before importing them.

Team columns

ColumnRequiredNotes
name✅Team name
overview—Description of the team

Upload and review the CSV

  1. Drag the file into the upload area, or click browse and select it.
  2. Review the column mapping. Klarify automatically matches columns by name.
  3. Correct any mismatched columns. Leave an optional Klarify field set to (ignore) when you do not want to import it.
  4. Review the records Klarify found:
    • New valid records are ready to import.
    • Existing records are ignored.
    • Invalid records show the field that needs attention and are not imported.
    • Unmapped CSV columns are ignored.
  5. Click the Import button, which shows the number of valid records that will be created.

Klarify can recognize common CSV variations such as semicolon, tab, or pipe separators; a title row above the headers; a UTF-8 byte-order mark; and empty padding columns. When it corrects one of these, it tells you what changed.

Review the result

After the import, Klarify reports how many records were created, ignored because they already existed, or failed. Expand any error details to see the affected row and reason.

If some rows failed, correct only those rows and import them again. Klarify safely ignores records that were already created.

Import with Klarify AI

The in-app AI Assistant includes a Download a CSV import template button beside the attachment button for employees, positions, and teams. Download a template, fill it in, attach it to the conversation, and describe what you want to import. Klarify shows an approval card before creating records.

A connected AI client can also use the bulk_import tool for regions, locations, departments, teams, positions, employees, employee-to-position assignments, and team memberships. Each record type is previewed separately before you approve it.