Spreadsheet Import: Step-By-Step Instructions

Use Spreadsheet Import to add employees or update multiple user records at once. Company Admins can manage names, teams, roles, managers, locations, anniversaries, and other employee information with a single file.

1. Before You Begin

You must be a Company Admin to import users. Start with the current Recognize template and include only the columns you intend to update.

Download the Spreadsheet Import Template

For an automated employee roster sync, see the Recognize SFTP Integration Guide. Manual imports use the options you select on the Import page; review these options before each upload.

2. Column Headers & Required Fields

Required Fields

For email-based accounts, include Email, First name, and Last name. Employee ID is optional but recommended as a stable account identifier.

If an employee does not have an email address, a phone number is required. Phone-only accounts are available only on the Enterprise plan when phone-only accounts are enabled in your admin settings.

Standard Fields

All columns included in the Recognize template are fully supported. Keep the column headers exactly as they appear in the downloaded template, including the optional labels. The current template includes:

Custom Fields (Enterprise Only)

Enterprise customers may add up to 10 custom fields. Contact support@recognizeapp.com to arrange custom fields before adding columns outside the standard template.

3. File Formatting & Unused Columns

• Use the current template and keep its column headers unchanged.
• Put first and last names in their separate columns; do not enter a comma-separated full name in one field.
• Format dates as text/string values so the file retains the required format.
• Only Team and Roles support multiple values. Separate values with commas, for example: Engineering,Leadership.
• Keep Employee IDs, email addresses, and phone numbers unique within your company’s Recognize account.
• Make sure each manager email matches the manager’s Recognize account. If the manager is new, include their own employee record in the import.

4. How Recognize Matches Your Records

Recognize identifies employees using the first available identifier from this list:

1. Employee ID (recommended)
2. Email
3. Phone number

If a matching email account does not yet have an Employee ID, an import can add the Employee ID to that existing record. Keep identifiers consistent to avoid creating duplicate profiles.

Updating an Email Address

Use the employee’s existing Employee ID when updating their email address. Without a stable matching identifier, a new email can be treated as a new account. If Remove Users is selected, the previous account may also be disabled if it is no longer in the file.

Flow Chart for User Lookups

5. Supported Locale Codes

If you include the Locale field, enter one of the 22 supported locale codes or accepted language labels below. Copy the value exactly as shown, including capitalization, hyphens, accents, and parentheses. Do not include quotation marks.

Use locale codes for a simpler import file. For the full reference, see Supported Languages & Locale Codes.

Invalid locale values may be ignored or reported as an import error. See the Locale error resolution below.

6. How To Import a Spreadsheet

1. Click Menu in the upper right corner of Recognize.
2. Select Company Admin.
3. Select Users from the left navigation.
4. Select Import from the top-right menu.
5. Download the sample spreadsheet, fill in the fields you intend to update, and remove unused columns.
6. Select Choose File and choose your completed spreadsheet.
7. Review the import options below. Run a Dry Run first to check potential changes and errors.
8. When you are ready to make changes, uncheck Dry Run and select Import.

7. Import Options & Dry Run

By default, the import adds new users and updates existing user information. The options above change that behavior.

8. Review Your Import Results

• Your import is queued and processed in the background.
• Stay on the Import page to watch progress, or leave the page while processing continues.
• You will receive an email when the import is complete.
• If errors occur, a results spreadsheet is available from the completion email and the Last Import section on the Import page. Review the affected records and error messages before uploading corrections.

You can also access uploaded files under Company Admin > Documents > Uploads and error downloads under Company Admin > Documents > Downloads.

9. Summary Checklist

• Use the current Recognize template.
• Include required fields and keep identifiers consistent.
• Keep headers unchanged and remove unused columns.
• Use the correct date formats and supported locale values.
• Separate multiple teams or roles with commas.
• Check manager emails and include new manager accounts as needed.
• Run a dry run and review the report.
• Confirm Update Only, Remove Users, and invitation settings before importing.
• Uncheck Dry Run when ready to apply changes.

Common Manual Spreadsheet Import or SFTP Errors

Manual spreadsheet imports and SFTP files can encounter the same record-matching and formatting errors. Before troubleshooting, compare the employee’s email, Employee ID, and phone number in the file with their Recognize account. Check for typos, duplicate values, and identifiers paired with different accounts.

Error Code Descriptions and Resolutions

Find the error in your upload report below, then follow the fix steps. Account identifier errors require help from Recognize Support; formatting errors can usually be corrected in your file.

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