Only Admin users have access to the CSV Import & Export Tool.
You can use the CSV Import/Exporter to:
Add new People
Export People details
Update Existing People details
You cannot delete People in Runn with the CSV Tool. You will have to delete them manually in Runn.
You can click on the Table of Contents on the right to jump to any section anytime.
Implication on Billings 💰
Please note that if you add new people managed to Runn during the billing cycle, the subscription fee will be added to the invoice in the next billing cycle.
Learn more about Pro-Rated Charges.
First-Time Account Setup
1. Download Template
Hover your cursor to the top right-hand corner, click Settings
Click CSV
From the People Tab, expand People
Click Download Template CSV
You will see some samples from the template for your reference. You can remove them and add your actual data to the file.
2. Preparing your data in the CSV file
Data Format and Requirements
Refer to the examples in the template and the Data Format and Requirements section to prepare your data.
Here are some points to note:
Column headers
It is recommended that the column header names stay the same as those you see in the file downloaded from Runn. This way, Runn can automatically map the data into the system
Can I use my own column header names in my CSV file?
If it is more convenient for you to use your internal naming conventions in the column headers, it is also possible. You will have to manually match the data with a few clicks during the importing process
Our CSV tool allows you to match the column headers into Runn's format with just a few clicks. See the help article here.
Part-time staff
Each person imported will default to be working as an FTE staff.
If you have part-time staff, please still include them in your data file. You can update their contracts to part-time later through Importing Contracts in Runn.
Remove Optional columns if you don't need it
If the field is marked as optional and you don't need to import data against it, you can delete the column entirely from your spreadsheet.
Importing a file without the optional column will not delete any data in Runn
Remove all unrequired columns
If you have other columns on your spreadsheet that are not listed in the downloaded CSV file, please remove all these columns before importing.
Ensure no duplicated records
Make sure that there are no duplicated people and each record has a unique email address
3. Importing People Data
Jump to the Importing CSV file in Runn section and follow the steps to import your CSV file.
Updating/Exporting Existing People Details
If your account already has People and you want to add new people or update existing people's details, you can easily download the existing people's details, make the changes, and re-import the CSV file to Runn.
The data in the newly imported CSV file will overwrite/ add to existing data in Runn.
1. Exporting Existing Data
Hover your cursor to the top right-hand corner, click Settings
Click CSV
From the People Tab, expand People
Click Download Existing People CSV (only Active People and Placeholders are exported)
Update the data in this CSV file.
Person ID column
The downloaded file contains a numeric Person ID column, which is a unique identifier in Runn.
Please do not make any changes to this column, or the CSV importer may be unable to identify which data point you want to update.
The Person ID in the CSV Tool is different from the Person ID in the Reports. Please DO NOT use the Person ID in the reports for CSV import.
2. Preparing your data in the CSV file
Data Format and Requirements
Refer to the Data Format and Requirements section to prepare your data.
Here are some points to note:
Column headers
It is recommended that the column header names stay the same as those you see in the file downloaded from Runn. This way, Runn can automatically map the data into the system
Can I use my own column header names in my CSV file?
If it is more convenient for you to use your internal naming conventions in the column headers, it is also possible. You will have to manually match the data with a few clicks during the importing process
Our CSV tool allows you to match the column headers into Runn's format with just a few clicks. See the help article here.
Do not change the Person IDs
When updating existing data, please do not make any changes to the Person ID column, or the CSV importer may be unable to identify which data point you want to update.
If you would like to add new people, you can leave the Person ID blank and just enter the person data in a new row:
Remove the placeholder rows
Placeholders are included in the exported file. Remove the placeholder rows if you just need to update named people data.
Default Role Name Consistency
Make sure that the Default Role Names are the same as those added via the Roles, Default Rates and Cost CSV or under the Manage > Roles.
Any new Default Role Names on the People CSV file will be created as a new role in Runn. Please note that the Default Role Rate and Default Role Cost of the new role will be $0. You will have to adjust the rate/cost manually under Manage > Roles.
Remove all unrequired columns and rows
If you have other columns on your spreadsheet that are not listed in the downloaded CSV file, please remove all these columns before importing
Ensure no duplicated records
Make sure that there are no duplicated people and each record has a unique email address
3. Importing CSV file in Runn
After preparing the CSV file, you can import the updated data in Runn.
Hover your cursor to the top right-hand corner, click Settings
Click CSV
From the People Tab, expand People
(Skip this if this is your initial account setup or you are just adding new data)
If you want to remove and replace existing Skills and Tags with the ones in your file, you can choose Replace mode before clicking the Import button.
Read this help article to learn more.
4. Click Import People CSV
4. Upload People
Drag your file to the screen or click Import People CSV
5. Matching the columns
On this screen, the items on the left are the column headers in your CSV file, while the items on the right are the column headers required in our CSV Tool.
If you haven't changed the column headers, they should be exactly the same. In this case, click Confirm
What do I do if the column headers are not the same?
Check out this help article to learn more.
6. Reviewing Entries
Carefully scroll through the page and check if all the information is correct.
If the Default Role Name doesn't exist in Runn, a new Role will be created. Make sure it is a Role name that you intentionally want to add, not a typo:
The Default Role Rate and Cost of the newly created role will be $0. You will have to update them manually in Runn, or use the Role, Default Rates and Cost CSV Importer to update the Default Rates/Costs afterward this import.
Please note that typos in role names will be treated as a New Role as shown in this example here:
❌ What to do if there is an error?
Check out this article to learn more about how to fix errors.
If everything looks good, click Complete Import
Congratulations! You have successfully imported people! 🎉
7. Validating the data
You can validate if the data are successfully uploaded by following the steps below:
Go to the People Planner
You should now see all the updated people data in Runn:
8. Updating Default Rates and Costs for the New Roles (if applicable)
If you have added new roles to the account during this import, the default rates and costs of the new roles are $0.
Update them manually in Runn, or use the Role, Default Rates and Cost CSV Importer to update the Default Rates/Costs afterward this import.
Still need help?