Steps to bulk import new workers

You can bulk import new workers to your registration by completing a spreadsheet and uploading it to online services.

Before you start

Worker information

If you've previously started new workers online, you may notice that we're asking for more information about new workers than we did in the past.

This is because we're now doing more eligibility checks when workers are first registered. By doing this early, we can make sure we're not registering workers who are not eligible to claim through QLeave. This means we won't risk paying claims to ineligible workers and will be able to maintain the levy rate, so we can continue supporting the industry by paying long service leave claims well into the future.

How to terminate a worker

You can only terminate a worker while completing your annual worker service return. Click here for more information about completing the worker service return.

Log in

1. Go to QLeave online services.

Click the orange sign in button

2. Enter your email address and password and click Sign in.

3. If you don’t know your password, click Forgot your password? to reset it. A verification code will be emailed to you. Click here for help resetting your password.

Screenshot showing the online services home page

4. Once you've logged in, you'll be taken to the online services home page. From the I want to menu on the right-hand side, select Start or terminate a worker.

Download the spreadsheet template

  1. In the current workers tab, click the down arrow next to the bulk import button.
  2. Select download a template. This will download a blank spreadsheet. Save the spreadsheet to your computer. Please save the spreadsheet with a file extension of .xls or .xlsx to ensure the file can be imported into QLeave online services.
  3. Once you've saved the spreadsheet, open it to start adding details.

Note: please don't make any changes to the format of the spreadsheet (e.g. deleting or changing the order of columns). If you change the format of the spreadsheet, the file may not be accepted when you import it into online services.

Complete the spreadsheet

Image showing columns A-D in spreadsheet

Columns A-D

  • Worker QLeave id (column A): enter the worker’s QLeave membership number (if known). Leave this field blank if you don’t know their membership number or they’re new to the industry.
  • Worker name (columns B-D): only the worker’s first name and last name are required. Leave the middle name blank if the worker doesn’t have a middle name.

Image showing columns E-I in spreadsheet

Columns E-I

  • Work classification (column E): select the worker’s work classification. The classifications are available by clicking the down arrow in the cell.
  • Start date (column F): enter the worker’s start date as DD/MM/YYYY.
  • Part time (column G): if the worker is part time select Yes. If they work full time select No.
  • Employee type (column H): select from either employee or contractor.
  • Employment sub type (column I): click the down arrow in the cell and select the most appropriate option.

Image showing columns J-L in spreadsheet

Image showing columns M-P in spreadsheet

Columns J-P

  • Employment category (columns J-L): select yes or no to tell us if the worker is engaged by a labour hire agency, performs work for a federal, state or local government, or performs work in the coal mining industry. If none of these options apply, you can also leave these fields blank.
  • Employment duties (columns M-O): select yes or no to tell us if the worker’s normal duties include supervising workers, using tools of the trade as required or managerial, clerical or professional duties. If none of these options apply, you can also leave these fields blank.
  • Other duties (column P): if you selected no for columns M-O, or left these columns blank, please enter the worker’s other employment duties. If you answered yes for column M, N or O, you can leave this field blank.

Image showing columns Q-AA in spreadsheet

Image showing columns AB-AH in spreadsheet

Columns Q-AH

  • Contact details (columns Q-S): only the email address and mobile number are required. Leave phone blank if the worker doesn’t have a second contact number.
  • Date of birth and gender (columns T-U): Only date of birth is required. Gender can be left blank.
  • Address (columns V-AA): enter the worker’s street address, suburb, city, state, country and postcode.
  • Postal address (columns AB-AH): if the worker’s postal address is the same as their street address, select yes in column AB and leave the rest of the fields blank. If their postal address is different, select no in column AB and provide their postal address in columns AC-AH.

You can enter details for as many workers as you’d like in this spreadsheet.

Import the spreadsheet

  1. Once you’ve completed the spreadsheet, save it again to your computer. Go back to the list of your current workers in online services. Click the down arrow next to the bulk import button and select import from excel.
  2. Click select files... and browse your computer to find your completed spreadsheet.

  1. If there’s no errors, all of your workers will display under ready to import. The number next to this heading refers to the number of workers with no errors in the spreadsheet.
  2. Check these details are correct and if no changes are required, click submit. If you need to make changes to any of the fields, you can do this by clicking into the field and entering the correct information.
  3. If there’s errors for any workers, a number will appear next to the errors tab. Click errors to review these.

  1. The fields where there’s an error will be highlighted in red. Enter the required details directly into these fields and click validate (you don’t need to complete the spreadsheet again). If there’s no more errors present, these workers will now move into the 'ready for import' tab.
  2. Click ready for import to review the details and then click submit to add these workers.

You can also start workers directly within online services. Click here for instructions.