How to import and export staff manually into the system

Location

This can be done using the Export/Import functionality by selecting Users from the side menu, and then going to the Staff Members screen.

Instructions

Click the export button at the top right of the staff table.

Select one of the options on the screen that appears:

• Blank Staff Import Excel Sheet
  This is used when no staff have been added to the system and you are adding the staff member for the first time
• Staff Import Excel Sheet (All Staff)
  This is used when you want to update the existing staff in the system and add staff

Once you have selected the option, click the export and an Excel spreadsheet will be downloaded to your machine.

Open the spreadsheet and add the fields for each staff member or update them accordingly.

N.B: Before you start to add the staff review the Fields Explained tab to see what each field is used for in the system.

N.B: When you export- there is a user ID against each user in the system- this is used to reimport them and match the account this should not be removed. If you remove this there is a possibility you will create a duplicate account.

When new staff are added, the User ID will need to be left blank. A User ID will be generated for the user when you import the spreadsheet.

Save the Excel document to your PC and then go back to the Users, Staff Members and select the Import User button.

Select the file you have just saved and then Click Validate, if the validation fails it will show you what the errors are on each row.

If the validation fails, you will be told why the validation has not been completed. As well as the row where the issue has occurred within the spreadsheet.

If the import is still not working usual issues are:

• Line Manager can not be found this is where the system has the name such as Joseph Bloggs and the line manager on the spreadsheet has been entered as Joe Bloggs.
• The line manager's name must match the one used in the system.
• Staff User rights can not be found, again this can be where the user rights have been added as 'Support' but the system has the rights as 'Support Staff’.

Once the errors have been corrected try the import again.

Once the validation is successful, click the Import to complete the action.