Edition: Business, Enterprise
User-level: System Administrator
Note: The spreadsheet for this Data Import was updated 04/05/2025 - Previous versions of the Staff Records Import spreadsheets will not be compatible.
Before importing staff recordings, ensure you have set up Unique Staff IDs, Offices, Rates, Security access levels and Project Prefixes.
1. Download the Synergy Excel template.
Organisation drop-down > Settings>Organisation>Data Import>Excel Import
Click on the Staff tab, and click Download.
This will download the Excel file named Synergy data import – Staff.
The file will include two tabs:
Intro – Provides guidance and tips.
Staff – To populate with Staff data.
Warning:
Do not rename, reorder, or delete any columns.
Do not remove or alter the header rows.
2. Check what information can be imported.
Navigate to the sheet (tab) 'Staff' to see the column names that will match fields in Synergy.
3. Export your staff from your current system
Use an excel export feature in your current system to get an excel style output with all your existing staff details. This could mean you export the staff details from your accounting system, or another software package, or maybe you already have it in a spreadsheet.
4. Match your data to the Synergy Excel columns.
Compare the data in your excel file to the columns in the Synergy Excel template and check you have all the required information as well as the optional information that you want to import.
5. Using the Synergy Excel template
Copy and Paste your data into the Synergy Excel template.
Refer to the row directly below the headers for helpful guidance about each column.
Columns marked with a single asterisk (*) are mandatory. All others are optional.
Columns marked with double asterisks (**) have specific rules—please read the guidance row underneath the header carefully.
Do not delete any columns or header rows.
Do not change formatting (e.g., number, date, currency).
Do not enter data beyond the last column of the table.
Do not reorder or rename columns.
Use 'Skip' in column A to exclude a row from the import. Rows with 'Import' or left blank in this column will be included.
The 'Missing Fields' column automatically shows how many required fields may be missing. Do not edit or remove the formula in this column.
Do not change the sheet order within the workbook.
If you need formulas, lookups, or a scratchpad area, create a new sheet and place it at the far right of the workbook.
6. Double-check the data in the template.
Required Information
Email addresses must be unique—each staff member must have a distinct email.
The 'Unique ID' column must contain unique values. If using the system-generated option, begin with S-0002 for the first entry and drag down to auto-fill. S-0001 should be reserved for yourself.
The 'Security Level' field must be one of the following:
User
Assistant Project Manager
Project Manager
Director Access
Assistant Administrator
System Administrator
To understand what each access level can do, go to:
Settings > Organisation > Security Matrix via the Organisation dropdown menu.The 'Reports to' field should reference the manager's name. Ensure the manager already exists in Synergy before assigning them.
The 'Default Rate' sets the primary rate for the staff member's timesheet.
In the Additional Offices, Teams, Rates, and Overtime Rates columns, use comma-separated values (e.g., Sydney, Brisbane, Perth) to assign multiple entries.
The 'Salary Type' column accepts:
Salary – Enter the total annual package (including superannuation or pension contributions) in the 'Salary Package / Hourly Rate' column.
Contractor or Hourly cost – Enter the hourly pay rate in the same column (excluding super/pension contributions).
Optional Information
If left blank, the 'cost' and 'calendar' columns will default to your organisation's financial settings (e.g., 7.5 hours/day if 37.5 hours/week is the default).
For contractors, you cannot import values for 'Cost - Extras' or 'Cost - Super' (Australia only).
For hourly rate types, the following columns are not supported:
Cost - Extras,
Cost - Super,
Cost - Hours per Year,
Cost - Availability,
Cost - Overhead Adjustment,
Cost - Target Utilisation.The columns 'Cost - Extras' and 'Cost - Super' apply only to Australian organisations. For other regions, these should be ignored.
You can assign multiple tags in a field using comma-separated values, e.g., Tag1, Tag2, Tag3.
7. Import Synergy data import - Staff
Go to: Settings > Organisation > Data Import > Excel Import from the Organisation dropdown.
Make sure the Staff tab is selected and click Upload.
Choose 'Add Files' to select your completed import file, or drag and drop it into the upload area.
Review your data in the import preview window.
If there are errors, click the red or orange warning triangle for instructions to fix them.
Skip rows you don’t want to import. Rows with errors are automatically skipped.
Click Import to process all valid, non-skipped rows.
After this import, your staff will be entered with enough commercial information to get going.
From this point forward, any updates required to staff records, like an increase in their remuneration or application of additional or different rates will need to be done individually in the staff file.
Tips!
Always run a test import with one staff record to confirm everything is working before uploading in bulk.
While minimum data can be uploaded and the import can be run multiple times, you cannot update existing records via this tool. Add as much data as possible in one go for efficiency.
Skipped records can be downloaded, corrected, and reuploaded.
Use the example records as a guide for formatting—delete them before importing to avoid accidental uploads.