Bulk Import and Update Data
Bulk importing/updating your data can save you a lot of time when you have large quantities of data to update on your system. You can bulk update Employees, Vehicles, Equipment, Sites and Properties.
The following example makes use of the Employee import space but is applicable to all entities where bulk uploading is available.
Bulk Import
Go to the menu on the left and select employees, this will now take you to the below page. From here you will now select ‘Import Employees’.
You will now be taken to the below page, you can now upload your data if you already have it prepared. If you don’t already have a prepared CSV file uploaded, you can click on ’Download Template’ and it will download an excel spreadsheet template for you to fill out with your employee details.
Once downloaded, the template will look like this.
Line 1 will advise you what information is required in each row, line 2 gives you an example of how the information needs to be entered into the columns and can be handy to refer to.
On the Bulk Import Employees page, there is also a guide as to how the information needs to be entered into the template on the right.
On the left-hand side, there you will see the Dashboard options and Roles, type these into the template as shown.
Tips for completing the Template:
- Organisation - This needs to be typed as it appears on the system.
- Username - If it is a common name or more than one of the same name, enter a number at the end ie “john.smith1”
- Roles - Enter as they appear in the roles list, if they have more than one role, place a comma and no space between them.
- Date of Birth and Start date - if unknown enter any date and use the format dd/mm/yyyy.
- Address - This can be the home or office/site address, if there is no door number enter 0. You will need to enter the County in this field. Country - In this field, you will need to enter GB.
- Email address - This is important as this is where the password email will be sent and can be either a work or personal email address.
This is an example of a completed template on the first line.
Once completed, save the file so you can come back to it if you need to make any changes and also for future updates.
You are now ready to upload the employees.
Go back to the Import Employees and now select Choose file.
Now select the saved template you have done and now press Import.
If there is an error you will get the below error message.
For this example, it tells me that there is an error on line 1 of my template and it is the occupation. You can go back into your template and correct the error, save the file and import again. If there are any errors, it will then appear red and tell you what the error is to correct.
Once successful you will get a green box advising the employees have been successfully updated.
Save your template for future reference or if you need to make any bulk amendments/updates
Bulk Update
Bulk updating your data allows you to correct your data or update your basic data details in large quantities. You can download your current data by exporting your basic data information or if you have saved the template reuse that. This list can be used to copy and paste to the Import Template for ease.
*Note* The following details MUST remain the same upon updating your data to ensure no duplication of data.
- Equipment ensure the Serial Number remains the same
- Vehicles ensure the Vehicle Registration remains the same
- Employees ensure the Username remains the same
- Sites ensure the Site Code remains the same
- Properties ensure the Code remains the same.
For example, if you were wanting to change the email addresses for everyone on the list. Leave everything as it is and change the email address. This will update the existing data and not create a new employee.