Download Onboarding Data External Integrations
Collecting information through WorkZerk is only half the story. For many organisations, the real value comes from getting that data into their existing systems — whether that's a CRM, HR platform, payroll system, or custom database. That's exactly what the Download Onboarding feature is designed for.
With a few clicks, you can export all the information your onboardees have submitted, formatted and ready to import into virtually any external system.
What Does Download Onboarding Do?
The Download Onboarding feature generates a CSV file containing the data collected during your onboarding workflows. CSV (Comma-Separated Values) is a universal format supported by Excel, Google Sheets, and practically every business system that accepts data imports.
The export is designed with integration in mind. By default, it produces a clean, flat file with one row per onboardee and one column per input field — exactly the format CRMs and HR platforms expect.
Accessing the Export
You'll find the Download Onboarding button on the Workflow tab within your portal. Clicking it opens the export dialog where you can configure your date range and export options before generating your file.
Configuring Your Export
Selecting a Date Range
The export includes a date range filter based on the Last Updated date of each record. This captures any compliance record that was created or modified within your selected period — whether updated by the onboardee completing their onboarding or by an administrator making changes.
This broad approach ensures you capture all recent activity. If you exported last week and want to capture everything since then, simply set your date range to cover that period.
Future updates will introduce additional filtering options, including the ability to filter by onboarding status (such as only exporting completed onboardees) and by specific sections or activities within your workflow. These enhancements will give you even more control over exactly which records appear in your export.
Input Fields Only (Recommended)
The Input Fields Only option is enabled by default, and for good reason as this is the export format designed for importing into external systems.
When enabled, WorkZerk transforms your data into a clean, integration-ready format:
One row per onboardee — each person who has completed onboarding appears as a single row
One column per input field — every text field, date field, dropdown selection, and other input across all your templates becomes a column
Only populated fields appear — if a field wasn't part of your workflow or wasn't completed, it won't clutter your export with empty columns
Ordered by section and step — columns appear in the same logical order as your onboarding workflow
This format is ideal for direct import into CRM systems, HR platforms, email marketing tools, or any other system that accepts CSV uploads.
The Space ID and Portal ID appear in the file name. The Onboardee ID is shown in each row of the CSV file as ‘Onboardee ID’.
Raw Compliance Data
Unchecking the "Input Fields Only" option exports the complete, raw compliance data from WorkZerk's database. This expanded format includes:
One row per compliance record — rather than one row per onboardee, you'll see separate rows for each individual field response
Full metadata — activity names, section names, ordinal positions, input types, status flags, and timestamps
Document tracking — upload dates, approval dates, and approval status for file uploads
System identifiers — all internal IDs including Onboardee ID, Space ID, Portal ID, Step ID, and more
This format is less suited for direct CRM import, but it serves important purposes:
Data backup — maintain a complete archive of all compliance data with full audit trails
Custom integrations — provide your IT team with the raw data they need to build bespoke integrations
Detailed analysis — analyse completion rates, approval workflows, and timing patterns
Compliance auditing — review the complete history of when information was submitted and approved
If you're unsure which format you need, start with "Input Fields Only" for standard CRM integration. The raw format is there when you need deeper access to your data.
Understanding the Export File
Automatic File Naming
WorkZerk automatically generates a comprehensive filename for your export that includes:
The site and portal name
The export date and time
The date range you selected
This naming convention makes it easy to identify exports at a glance and maintain organised records of your data extracts.
Column Headers and Field Names
The column headers in your CSV are determined by your template configuration. WorkZerk follows a simple rule:
If a Field Name is set on the template, it becomes the column header
If no Field Name exists, the template Title is used instead
This is where the Field Name feature becomes particularly valuable. By setting concise, system-friendly Field Names on your templates (like "FirstName" instead of "First Name"), your exports arrive ready for import without any manual editing of column headers.
See our article on Using Field Names for Cleaner Data Exports for more details on configuring Field Names.
Standard Columns
Input Field exports include identifying information to help you match records in external systems:
Onboardee ID — a unique identifier for each person in WorkZerk appears in each row.
Space ID - a unique identifier for each Space in WorkZerk appears in the file name.
Portal ID — a unique identifier for each Portal in WorkZerk appears in the file name.
Practical Use Cases
CRM Integration
Export your onboardee contact details and import them directly into Salesforce, HubSpot, Zoho, or any other CRM. With properly configured Field Names, the import can be as simple as uploading the CSV — no field mapping required.
HR Platform Sync
Keep your HR system updated with new contractor or employee details. Export periodically and import into platforms like ELMO, Employment Hero, Deputy etc. to maintain synchronised records.
Payroll Setup
Export the information needed for payroll setup — tax file numbers, superannuation details, bank account information — and import it into your payroll system to streamline new starter processing.
Email Marketing
Build segmented email lists by exporting onboardee details and importing them into Mailchimp, Campaign Monitor, ActiveCampaign etc. or your preferred email platform.
Data Backup and Archiving
Use the raw compliance export to maintain complete backups of your onboarding data, including full audit trails and approval histories.
Custom Reporting
Export raw data for analysis in Excel, Power BI, or other reporting tools. Track metrics like completion rates, average time to complete, and approval turnaround times.
Tips for Successful Exports
Configure Field Names first. Before your first export, review your templates and set appropriate Field Names for any fields that will be imported into external systems. This one-time setup pays dividends on every future export.
Export regularly. Rather than one massive annual export, consider regular exports (weekly or monthly) with appropriate date ranges. This keeps your external systems current and makes troubleshooting easier if issues arise.
Test with a small date range. When setting up a new integration, start with a narrow date range to produce a small test file. Verify the import works correctly before exporting larger datasets.
Keep raw exports for compliance. Even if you primarily use the "Input Fields Only" format, periodically export the raw compliance data as a complete backup with full audit trails.
Document your field mappings. If your CRM or HR platform requires specific field names, document the mapping between WorkZerk Field Names and your target system. This makes future configuration changes straightforward.
Getting Started
Ready to export your onboarding data? Navigate to your portal's Workflow tab and click Download Onboarding. Select your date range, ensure "Input Fields Only" is checked for CRM integration, and click Create & Download.
Your CSV file will be generated and downloaded automatically, ready for import into your external systems.
The Download Onboarding feature is available now for all WorkZerk portals. Start integrating your onboarding data with your existing business systems today.
