This guide will explain how to import employees into the Toolkit via an Excel spreadsheet.
Note: You must be a Controller to import employees onto the Toolkit.
Downloading the Example Spreadsheet
- Navigate to
Setup & Admin > Import new employees.
- Click on the Pring off the spreadsheet link to download the example spreadsheet.
- Delete all entries except the header row.
- Enter your data. When you save, it will save as a CSV file.
Entering Employee Data
The Import new employees page shows system codes for:
- Job Titles
- Marital Status
It is important to print this page so you have the information to hand
Note: First name, Surname, Start date and Date of birth fields are mandatory.
You must not enter information about existing employees to avoid duplicate records. However, if you really have to, make sure that you know their User ID.
The User ID can be obtained in many places in the Toolkit where a user's name is displayed as a link (e.g. Employee Files). Hovering the mouse on the username will display a link in your browser's status bar. The number after "?user_id=" is what you need.
In the example URL below, the user ID is 0062090.
Information entered in the spreadsheet for an already-existing user will overwrite the information already in the database.
Although there is a system message to say that people who will be controllers should not be included in the spreadsheet, there is no problem entering the details of would-be controllers or existing controllers. Their details will update just fine.
Generating Usernames and Passwords
At the end of the import process, a 'Go Live' link is made available in the dashboard to generate usernames and passwords for the new users. Existing users whose details have been updated will not be included in the list.