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Uploading Users and Departments with a CSV

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by Sydney Phelon
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 What you will need:

  • Betterworks Super Admin rights.
  • Spreadsheet software such as Microsoft Excel or Google Sheets.
  • CSV templates download at the bottom of this article.

 Looking to make an individual update? Click here. 

Create A Users CSV File

1. Note required columns for the Users CSV file:

 date_format.png

*If you add a phone number in one of the custom fields, this will display on the user's profile.

2. Ensure your CSV contains the required columns from the previous table. Note: any value in the deactivation_date column will deactivate a user (if active) at the time/date the file is uploaded.

3. Save CSV file and open it in a text editor to test for errors

4. Inspect for superfluous commas (for example: ",,,,,")

5. Remove superfluous commas from the CSV file

6. Save CSV file

Note: We've provided two Users.csv templates at the end of this page - the Basic version includes our recommended fields and the Advanced version includes all possible fields.

Uploading A User CSV File

1. Login as an Admin

2. Navigate to Admin > User management > Departments > CSV > upload 

3. Upload Department CSV file

4. Save

Creating A Department CSV File

If you need to build a parent department structure (i.e. multiple cost centers that flow up to 1 general department), then use the department CSV to create parent departments so that you can easily filter during reporting.

1. Create a CSV file with 2 columns: "name" and "parent"
Create Department CSV

Column Header Required Notes
Name Yes Name of the department ie:Finance
Parent No The name of the department one level up in the hierarchy

2. Ensure any "parent" entries have "departments"

Screen_Shot_2018-10-09_at_1.52.04_PM.png

3. Save CSV file and open it in a text editor to test for errors

4. Inspect for superfluous commas (for example: ",,,,,")

5. Remove superfluous commas from the CSV file

6. Save CSV file 

Uploading A Department CSV File

1. Login as an Admin

2. Navigate to Admin > User management > Departments > CSV > upload

3. Upload Department CSV file

4. Save

5. Refresh page  

Note: Deactivating departments must be done manually, via individual update. 

CSV Templates

department.csv

advanced_users (1).csv

basic_users.csv

     
 

Problems?

  1. Check if there are superfluous commas in the CSV file. Determine this by opening the file in a text editor such as TextEdit (Mac) or Notepad (PC).
  2. Ensure there are no inputs in the "deactivated" field.
  3. If you need to remove a manager completely (for example, a new CEO being promoted from a position beneath the old CEO), re-upload the file with that employee's manager field empty.
  4. If you have input parents, do they exactly match a department? Example
  
     

  *Looking for instructions on bulk deactivating users? Please view this article.