Employee AI Importer

Updated December 17, 2025 16:29

The 7shifts Employee AI Importer allows trial accounts to upload a document containing employees' information, and the tool will automatically pull key details to help you add employees quickly and efficiently. This new AI Employee Importer feature is similar to the existing AI Schedule Importer and is designed to create a better onboarding experience by saving you time when adding employees.

Prerequisites

⚠️ This feature is only available to trial accounts for Locations with no active Employee user types.

⚠️ Managers/Assistant Managers require permissions 'Can add employees', 'Can edit employees', and 'Can manage roles'.

⚠️ Important Notes

The importer tool can only be used once per Location.
You can review and edit the extracted data before finalizing your employee list.
The importer will not extract department/role assignments, but these can be added during the review stage.
All staff will require a valid email address to log into 7shifts.
Supported file types: JPG, PNG, PDF, CSV, and XLSX.
Maximum file size: 5MB

How to use the Employee AI Importer

You can access the Employee AI Importer through the following workflows used to add Employees:

From the Quick Start Guide full page or sidebar when clicking Add Team Members > Import from file.
From the Schedule page when selecting Add Employees > Create New Employee.
From the Team page as a Bulk action > Bulk add/import.

Upload your Employee File

After you navigate to the import flow, upload your file. The system handles the Location assignment based on where you are in the app:
- If you are on the Schedule page, the tool automatically uses your currently selected Location.
- If you use the Teams page or Quick Start Guide, you can select a Location from the dropdown menu if your account has multiple trial locations.
Review and Assign
- The AI Importer will pull the first name, last name, email, and phone number from the uploaded file.
- Review your team's information and add in Role assignments as well as any missing emails and phone numbers.
- You will be able to assign and create new Roles for your Employees directly within the review modal.
- If the extracted information is incorrect, select Cancel to re-upload a different document.
  
  ⚠️ The importer tool can only be used once per Location. Once you have uploaded a file and clicked Save employees, the tool can not be used again. Further employee adds can be completed by following the steps in this article: Add Employees.
  
  ⚠️ If no Role (Department) is assigned to an Employee at the time of saving, the system will automatically assign the Employee to the first department in your account alphabetically. The user assignments and permissions can be later adjusted directly in their profile, following the steps in these articles: Update Employee Assignments and Add Managers.
Finalize and Invite
- Once you've reviewed and added any missing data, you can finalize and import Employees by clicking Save employees.
- (optional) Checkmark Invite employees to 7shifts via email to invite the employees with valid emails to your 7shifts account. However, this can be skipped if you prefer to manually invite your Employees later.