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Prepare a payroll handoff CSV

Use Staff Hub to prepare a simple staff-record handoff file for review by your payroll provider. Staff Hub is not payroll software and does not replace specialist payroll, tax, or HR compliance tools.

Time: 6 minutes 👤 Role: Admin Prerequisite: Staff records reviewed
Important: Staff Hub is strongest for staff training, announcements, onboarding, read receipts, and shop-floor operating knowledge. Use a dedicated payroll provider or accountant for wage calculations, tax filings, statutory reporting, and final payroll approval.

What this export is for

The handoff CSV is a convenience file for internal review. It can help you pass basic staff-reference information to the person or provider that runs payroll, but it is not the legal payroll record.

Use it when you want a quick operational handoff alongside your normal payroll process. Do not use it as a replacement for specialist payroll software.

Step 1 - Check staff records

  1. Confirm each active staff member has the correct name and email address.
  2. If your payroll provider uses staff IDs, add the matching reference to the staff profile.
  3. Archive staff who should no longer appear in operational handoffs.
  4. Check manager notes only include information appropriate for internal administration.
Keep sensitive payroll decisions out of Staff Hub. Tax codes, deductions, legal wage calculations, and statutory HR records belong in your payroll or HR system.

Step 2 - Export the handoff CSV

  1. Go to the staff or admin area that contains the records you want to hand off.
  2. Filter to the staff group, location, or period you want to review.
  3. Choose Export CSV.
  4. Open the file in Excel or Google Sheets and check it before sharing it externally.

Step 3 - Review outside Staff Hub

Before sending the file to a provider, confirm the columns match what they expect. Some providers want staff IDs, locations, departments, or pay categories in very specific formats.

  1. Remove any columns your provider does not need.
  2. Add payroll-system fields only inside the payroll provider's tool.
  3. Keep a copy of the final payroll file in your payroll system, not as a Staff Hub training document.
Tip: Use consistent staff reference IDs if your payroll provider supports them. Matching by name alone is error-prone when staff have similar names or changed email addresses.

Common issues

"The provider rejected the CSV"

Most providers require exact column names or IDs. Treat the Staff Hub file as a starting point, then adjust it inside your payroll provider's approved import process.

"The file is missing a staff member"

Check whether the staff member is archived, assigned to another location, or excluded by the filter you used before exporting.

"Can Staff Hub calculate payroll?"

No. Staff Hub can help organise staff records and operational knowledge. It should not be used for statutory payroll calculations, tax filing, or legal HR recordkeeping.

Compliance note: Staff Hub exports operational reference data only. Your payroll provider, accountant, or HR system remains the source of truth for pay, tax, filings, and statutory employment records.

Related guides

Onboard a new starter
Create the first-day notes staff need Create a training module
Turn shop-floor knowledge into a reusable lesson Returns and exchanges training
Give staff one clear operating guide