Add or update multiple employees at once

Workaware allows you to change a number of employee records in a single operation. This could be useful if you have a large number of seasonal accounts that need to be activated and deactivated periodically or if you have employee information that you want to batch import from another system.

Instructions are given below for all Workaware clients that currently support this.

Desktop Client

Batch import is found under Company Settings > Import. For employees you would use the Import People (to add new) or Import People Updates (to update existing employee records).

Importing

1. Get the blank spreadsheet template to populate. The template is available in the desktop application under Company Settings > Import > Get People Import Template
   

2. At minimum populate the required fields in the template, one row per employee.

   1. Yellow and Green fields must be filled in. Please note that most of the required fields are in the first columns of the sheet, however the Email Address Field column (AH in the current spreadsheet) is also required for imports and isn’t immediately visible

   2. Location, Department, Division, Job Classification values must match the values you’ve provided for the related Picklist

   3. Password must be a minimum of 6 characters

   4. Any field other than the required fields can be left blank, in which case it will be ignored

   5. The Organization Team column allows you to assign an employee to a single existing team by entering the team’s name here.

3. Once filled in the spreadsheet can be imported using Company Settings > Import > Import People

4. If there’s an error during upload you’ll be notified by the desktop application. Otherwise the server will begin processing your upload and send an email to your preferred email address when done which will tell you if the import succeeded or if any rows need to be fixed.

Updating

1. For a batch update it’s best to start with your existing employee listing. This can be retrieved from the People module either by clicking on Email as Spreadsheet (to send a copy to a particular email address) or Download Spreadsheet (to download to your local computer). This will populate the import template with all your current employee information, active and inactive, and send it to the destination you requested.

2. Because this is an update only the Green fields are required to be filled in. Otherwise the same notes apply as for #2 in Importing above.

3. If you don’t want to update a particular employee then that row can be deleted from the spreadsheet. However please note that the server will stop processing when it encounters a blank row so when deleting rows you’ll need to delete the row(s) and move cells below up.

4. Once all the changes have been made to the spreadsheet provide it to Company Settings > Import > Import People Updates. You’ll be notified right away if there’s any errors sending the update request to our servers. If the request is sent successfully then you’ll receive notification once the update is complete.