Importing employees

Written by Angela Gonzales •Updated Jun 11, 2026

By adding employees to your Launch account, you can automate store notifications, organize employees into groups for payment eligibility and assign employees to their office location for faster shipping.

Manage employees for swag store ordering

While employees can be added individually, most companies choose to import their employee list during setup because it allows employee records to be created quickly and organized from the beginning.

Bulk importing employees

Launch supports employee imports using a simple CSV or Excel spreadsheet. Employee imports include:

First Name
Last Name
Email Address

Administrators can also include an optional Tags column during import. This allows employees to be automatically grouped during the upload process rather than being organized later.

For larger organizations, bulk imports can save significant time and help ensure employee information is added consistently across the store.

Organizing employees during import

Many companies choose to assign tags while importing employees. Typically, tags represent an employee's job title, department name, office location, anniversary, new hire status or an event name.

These tags can later be used for to segment employees for payment codes and shipping locations.

Adding employee tags to manage swag store ordering

What happens after employees are imported?

Once employees are imported, they are automatically added to your Active employee list and eligible to participate in store ordering.

Employee information can be updated at any time as your organization changes and grows. Additional employees can also be imported later when new hires join the company.

Is importing employees required?

Importing employees is not a required step and stores can operate successfully without an employee list.

However, employee lists power several automation features within Launch, including employee notifications, Launch Code eligibility, employee segmentation, and certain shipping workflows.

Because of this, many companies choose to add their employees during setup, even when they have relatively small teams.

Companies that choose not to import employees can still run a store normally. In these situations, administrators are responsible for managing employee communications internally, including sharing:

Store links
Store opening and closing dates
Launch Codes
Program instructions

Without an employee list, Launch cannot automatically send store notifications or organize employees using tags.

Keeping employee records updated

Employee lists often change as organizations hire new employees, open additional office locations, or restructure departments.

Periodically reviewing employee records helps ensure communications are sent to the correct employees and that Launch Codes and employee programs remain organized.

Best practices

Use bulk imports when setting up your initial employee list
Include employee tags during import whenever possible
Use consistent naming conventions for employee tags
Review employee records periodically as teams change
Add new hires to Launch as they join the organization