How To Import Employees to Parolla Via Spreadsheet or from Other Payroll Software

Importing Employees to Parolla via Spreadsheet

Importing employees into Parolla using a spreadsheet is the most flexible and efficient way to set up a new company in the platform. With Parolla’s pre-formatted import spreadsheet, you can quickly migrate employee data from your existing payroll system. After uploading the spreadsheet to Parolla, the system handles the rest of the setup for you.

Follow these steps to streamline your employee import process and learn how to import employees by spreadsheet:

Step 1: Create Your Company in Parolla

1. Use the Wizard Setup: Start by creating your company in Parolla using the step-by-step wizard. You’ll need:
   • A current ROS Digital Certificate, (see our guide here)
   • The Employer Registration Number

Step 2: Set Up Payroll Calendars

1. Create Payroll Calendars: Set up any required payroll calendars within Parolla and take note of the calendar names. Ensure that these names match when populating the spreadsheet.

Step 3: Download and Populate the Employee Import Spreadsheet

1. Navigate to the Employee Import Section: From the left-hand menu, go to Employees > Import Employees.
2. Download the Import Template: Click the Download Template Import Spreadsheet button. This template includes all necessary fields. To ensure a smooth data transfer the format of the form must be retained.
3. Populate the Spreadsheet: Copy and paste data from your current payroll system or reports into the spreadsheet fields. Make sure the Payroll Calendar column matches the exact names of the payroll calendars you created in Step 2. Use the RPN which is available in Parolla under Revenue > PAYE RPN to determine the Employment ID’s (usually EMP ID 1)

Step 4: Upload and Scan the Completed Spreadsheet

1. Upload the Spreadsheet: Go back to Employees > Import Employees, select Parolla Spreadsheet as the input type, and upload the completed file by clicking the attachments button.
2. Scan the Spreadsheet: Once uploaded, scan the spreadsheet to validate the data. Parolla will automatically create employee profiles based on the spreadsheet information.
3. Year to Date figures are not included in the Revenue Payroll Notification (RPN). They can be included in the spreadsheet data or input directly to Parolla after the spreadsheet is uploaded. The Taxes YTD information is available from the last payslips issued to employees and/ or the gross to nett year to date report from the previous software provider – it is advisable to request the last payslips and the gross to nett year to date report for your reconciliation. Pay particular attention when the employee has previous taxable income on their RPN.

1. Review the RPN in Parolla under Revenue >PAYE RPN’s paying attention to the following
   • Ceased employees that match as live in green on the RPN – ceased employments should not be used.
   • Profiles that don’t have tax credits.
   • In both of the above cases the employee may have another RPN available with a different EMP ID. Use Ctrl F and the employees name to find any additional RPN’s issued. Take a note of the EMP ID number and update the employees profile.

Importing Employees to Parolla from other Payroll Software

Although the most effective way to upload data is via the Parolla Spreadsheet we also have the option to import from other payroll software.

The method is the same as above.

1. Go to Employees > Import Employees, select your import type and upload the the completed file.
2. Scan the Spreadsheet: Once uploaded, scan the spreadsheet to validate the data.