How to Add Multiple Employees in KaziQuest | Bulk Import via Excel or Manual Entry

KaziQuest makes it easy to add multiple employees to your HR system in just a few steps. You can either upload an Excel spreadsheet or manually enter employee details directly into the platform.

✅ Two Ways to Add Multiple Employees

1. Upload a spreadsheet (.xlsx format)
   Click here to download the employee import template.
   
   
2. Manually input employee details
   Add employees one by one using the KaziQuest web interface.
   
   

Option 1: Upload Multiple Employees Using a Spreadsheet

Uploading an Excel file is the fastest way to bulk import employees into KaziQuest.

📋 Step 1: Prepare Your Spreadsheet

Download and complete the import template. Ensure the fields marked with an asterisk (*) are filled in — these are mandatory for a successful upload.

Required and Optional Fields Include:

• Staff Number
  
  
• Full Name*
  
  
• Email*
  
  
• Grant Employee System Access [Yes/No]
  
  
• Location
  
  
• Date of Birth
  
  
• Salary
  
  
• Gender
  
  
• Employment Date (Format: YYYY-MM-DD, e.g., 1999-12-31)
  
  
• Passport No
  
  
• Phone Number
  
  
• Employment Type (Primary/Secondary)
  
  
• Department
  
  
• Position
  
  
• National ID No
  
  
• KRA PIN No
  
  
• SHIF No
  
  
• NSSF No
  
  
• Next of Kin – Name
  
  
• Next of Kin – Relation
  
  
• Next of Kin – Phone
  
  
• Next of Kin – Email
  
  
• Bank
  
  
• Bank Branch
  
  
• Bank Account Number
  
  

Important:

• Do not rename or reorder the column headers.
  
  
• Use the exact format as shown in the template.
  
  
• All date fields must be formatted as YYYY-MM-DD.
  
  

📤 Step 2: Upload the Spreadsheet to KaziQuest

1. Sign in to your KaziQuest Admin account.
   
   
2. Navigate to the People section.
   
   
3. Click Import.
   
   
4. On the import page, follow the instructions provided.
   
   
5. If you haven’t yet, click Download Sample File.
   
   
6. Drag and drop your completed Excel file or click Upload to browse your computer.
   
   
7. Click Upload to complete the import.
   
   

Once the upload is successful, KaziQuest will automatically add all employees from your file to the system.

✉️ Granting System Access to Employees

If you’ve selected “Yes” in the Grant Employee System Access column, those employees will receive an automated email. This email invites them to create a password and gain access to Employee Self-Service on KaziQuest.

✅ Summary

• Easily import employees in bulk using a spreadsheet.
  
  
• Ensure required fields are filled out and column headers are not changed.
  
  
• Grant access so employees can log in and manage their own profiles.