To update the data of a large number of collaborators on the platform
The Qulture.Rocks platform offers the capability to store various data of your company's employees. After the initial inclusion of employees, it is possible to update information, modify hierarchy, and even add new registration fields more efficiently through importation.
✨ We recommend that the process of updating the database be incorporated into your regular schedule. Keeping the information up to date is essential to ensure the smooth functioning of the modules, especially leadership relationships.
But how do I update my employees' data? 🤔
🟣 The process follows this order:
✅ 1st Step: Exporting the employees' database
To access the file containing all the updated information of the employees' database, follow these steps:
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Click on the 'Organization' button, and you will be redirected to the central Organization Profile screen as shown in the figure above;
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Click on the 'Export' button, located in the upper right corner of the employees' page;
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Choose whether you want to export the complete database or only active individuals.
✅ 2nd Step: Downloading the import template
Click on the import option, and then download the standard import template.
⚠️ It is important to note that the import will only be successful if the information is contained within this spreadsheet template.
Tip: It is possible to create new registration fields, in addition to the default fields initially defined by the platform, called custom fields:
As soon as these new fields are created, they will be included in the new import template that you access to update the database.
✅ 3rd Step: Fill in the mandatory information
Now that we have the exported file of the employee database from Qulture.Rocks and the import spreadsheet template, we need to combine them.
You should copy all the mandatory information, which includes:
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Name
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Email
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Active
And transfer them to the respective columns in the import spreadsheet template
👉 Now, you can fill in the specific information for each collaborator, including the new updates. In the example below, we are filling in the "Admission Date" column (admission_date) with the admission date in the 'YYYY-MM-DD' (year-month-day) format.
If the other columns are empty, nothing will happen during the import process, meaning that those data will not change.
🟣 It's important to note that if you downloaded the complete spreadsheet before copying this information, you need to apply a filter on the "Active" column if you want to update only the inactive collaborators (value "false") or only the active ones (value "true"). If you are performing a complete update of the database, this step is not necessary, as all the information will be updated. Make sure to adjust the filter according to your needs before proceeding with the data import.
🔴 Important:
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If you need to change the email of collaborators who log in using it in this import, we have the article "How to update the identifier of collaborators in bulk?" In it, we explain how to change the identifiers of collaborators without duplicating users.
✅ 4th Step: Import the filled template spreadsheet
Now that the template spreadsheet is correctly filled, simply access the platform and request the import of the file into the system by following these steps:
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Click on "Select file";
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Choose the file;
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Click on "Import";
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Click on "Yes" after reading the security information.
You will be redirected to a loading page for the import, and the platform will send a notification when the process is completed.
However, this notification will not occur automatically. To update the import status, click on refresh.
If any errors occur, the platform will inform you so that they can be corrected.
In our example, the email is already registered for another user in the 3 rows we imported.
⚠️ The rows that didn't encounter errors will update the information normally, only the ones that encountered errors need to be imported again.
Do you have any further questions? #ChatWithUs 🚀 😄