Moving to HourSquare

Bring the right information. Leave the uncertainty behind.

A practical preparation checklist for moving from spreadsheets, another HR tool or a new company’s first records. It tells you what to bring, what to check and what needs its own plan.

Where are you starting?

SpreadsheetsAnother HR toolA new company

Start from one reviewed people list. Keep a copy of the original and compare the result after import.

Preparation checklist

Tick items as you review them. This stays in your browser; nothing is saved or sent.

Choose what needs to work firstStart with people, time off, working time or another need. You confirm your starting needs in the company setup inside the Hub.
Find your source of truthChoose the spreadsheet or system containing the records you trust. Agree who owns corrections before you move anything.
Prepare your people listReview names and work email addresses, remove duplicates and use the current CSV template inside HourSquare.
Bring your policies and responsibilitiesHave working days, leave rules and approval responsibilities ready. A people import does not transfer every company setting.
Check what needs separate handlingOpening balances, historic requests, payroll, documents and integrations need their own scope check.
Review the result, then plan invitationsCheck imported records and setup. Decide when colleagues should receive invitations and explain where future requests belong.

Three things to settle before you move

What to bring

The smallest set that gets people into the Hub.

Names and work email addresses for the people you want in the first import.
One source you trust, with a copy kept before you change anything.
Working days, leave rules and who approves what.
The name of the person who owns corrections.

What to check

Before and after the import, not just before.

Duplicates, misspelt names and wrong email addresses.
The import preview, before you confirm it.
The resulting records, against your original list.
When colleagues should receive invitations: importing a record does not invite anyone.

What needs its own plan

Not part of the people import. Scope each one separately.

Opening leave balances.
Leave and approval policies.
Historical requests and timesheets.
Documents.
Payroll.
Integrations and sign-in.

What the people import does, and what it does not

HourSquare can import a people list from a CSV, and shows a preview first. That import does not migrate balances, policies, historical requests, documents, payroll or integrations. Treat each as its own piece of scope.

Where each kind of information goes when you move to HourSquare
Information	How it moves	What to do
People: names and work email addresses	People CSV import, with a preview	Use the current template inside HourSquare. It defines the supported columns; this website does not provide an import-ready file.
Working days, leave types and approval responsibilities	Set up in the company setup	You choose these in the Hub’s setup and Settings. They are not carried over by a people import.
Opening leave balances	Needs its own scope check	Decide how current balances and future approved leave will be handled. Do not assume they arrive with the people CSV.
Historical requests and timesheets	Needs its own scope check	Decide whether you need history in HourSquare at all, and keep your original records either way.
Documents	Needs its own scope check	Check what you are permitted to move and where each type of document should live.
Payroll	Needs its own scope check	Payroll depends on your country. Check coverage and the services you need before you plan a changeover.
Integrations and sign-in	Check the documented options	Review what is documented before you plan around it; do not assume an undocumented connection exists.

These are preparation notes about the current product, not a promise of a migration service. For anything that touches payroll or legal records, check the scope for your country before you plan the changeover.

Keep preparing

When you are ready

Review the offer, then create your company.

Continue to pricing

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