How to import and export staff manually into the system

Overview

The Bulk export and import will allow staff to be imported / updated via an Excel template available in 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.

Updating Staff Using the Export / Import Functionality

You can bulk update existing staff or add new staff by using the Export / Import feature. Follow the steps below.

Exporting Staff

1. Navigate to Users > Staff Members.

2. Click the Export button.

3. Select the radio button Staff Import Excel Sheet (All Staff).

4. Click Export.

An Excel spreadsheet will download containing all current staff records and fields ready for updating.

Updating Staff

1. Open the exported spreadsheet.

2. Update the fields as needed. The export includes the following fields:

• First Name

• Last Name

• Login Name – Usually set to the user’s email for new staff.

• Email – Staff member’s email address.

• Password – Can be set manually, but we recommend leaving this blank and letting the user reset their password via the "Forgot Password" link on the login page.

• Line Manager – The person responsible for the staff member’s Performance Review. Must match the name exactly as it appears in the system.

• Job Title

• Initials

• Rights Group – The user’s access level (e.g., Teaching or Support).

• Observer – Set to Yes if the user performs observations or completes self-evaluation forms.

• CPD Coordinator – Set to Yes if the user can assign CPD in bulk and access full CPD records.

• Role – Determines access to standards, objectives, monitoring modules, etc. Examples: Teacher, UPS Teacher, Leadership.

• Department

• Not Observed – Leave blank. Setting this to Yes prevents the staff member from being observed.

• USR ID – A unique identifier for existing staff. Do not change or remove this value.

3. Save the spreadsheet once all updates are complete.

Adding New Staff

To add new staff members:

• Enter their details at the bottom of the spreadsheet.

• Leave the USR ID field blank.

  • The system will automatically generate a User ID during import.

Importing Staff

1. Navigate to Users > Staff Members.

2. Click the Import Users button.

3. Click Choose File and select your updated spreadsheet.

4. Click Open.

5. Click Validate to check for errors.

If validation fails:

• The system will identify the row and the reason for the error.

• Correct the issue and repeat the process.

If validation is successful:

• Click Import Staff.

• The system will update existing staff and add new staff automatically.