Your internal admin team imports and maintains the User Roster. If other Admins should be added to perform these actions, start by manually adding them to the account.
In order to upload your CSV User Roster, follow these instructions:
- Prepare the CSV File
- Import CSV User Roster
- Understand the CSV Import Error Log
- Maintain the User Roster via CSV Import
- Maintain the User Roster via Manual Add/Update
- Add Additional Admins
Prepare the CSV File
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📎 Download CSV Import Template
Important!
- Save the Roster as a CSV file.
- Keep the columns in your CSV in the same order each time you import. This will help avoid running into any errors with employee information.
- Note the required and optional column fields in the template provided.
- If you have data you wish to use that does not fit in the required, recommended or standard fields, additional fields may be added as needed. Please reach out to support@emtrain.com with requested custom data fields.
- Note that in order to be able to utilize the CC Manager campaign configuration, you'll need to import a column noting the email of each employee's manager.
- The Attrition Reason field is used to indicate an explanation of reason of employee departure. You may use any data your HRIS collects, which may be "voluntary, involuntary, retired, attrited," etc. This field may be left blank until applicable.
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Import CSV User Roster
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Important!
- In the Configure Your Import window, ALWAYS ensure that you have mapped your fields before importing your CSV file. Click on the dropdown box at the top to re-map. This is extremely important in order to avoid uploading data into the wrong user fields.
- Users will not receive an activation email when imported via CSV. Instead, they will activate their account when they first receive an assignment via a Campaign.
- If the first row of the imported file has column headers, check the First row contains column names box. If there are no column headers on the imported file, leave blank. Confirm the CSV Sync Key is selected as your chosen unique identifier: Employee Email Address or ID.
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Understand the CSV Import Status
Once you Start the Import, you can monitor your file progress by checking the Import Status. This file will process regardless of whether or not you stay on this page. Check out our CSV Import Error Message Key linked down below for more technical details on troubleshooting your file.
📎 Download CSV Import Error Message Key
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Maintain the User Roster
Throughout the year, you'll want to make edits to user profiles and keep your employee data up-to-date. You can do so by either conducting a regular CSV Import, or manually updating user profiles.
Via CSV Import
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Important!
- When making any profile changes either via CSV or manually, we highly recommend setting your Campaigns to "Require Approval." This will allow you to see if you've accidentally made any accidental assignment changes.
- Ensure that the order of your columns remains the same in between uploads.
- Use the Download CSV button to obtain a current list of user data with the columns in the order that you last imported. Use Download Template to get a blank file with only the correctly ordered column headers.
- Whether you are looking to deactivate or restore a user, add new hires, or change existing user profile data, you can conduct a single CSV Import by using a change-file that includes all updates at once.
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Via Manual Add/Update
We highly recommend maintaining user data through regular CSV Imports. However, if you'd like to manually add/edit users on a case-by-case basis, you can do the following:
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Important!
- Common User Experience Questions:
- Nothing on the To Do list: If you have an active campaign that this added person falls into, it will take the system up to 30 minutes to formally assign the training and send a Campaign Welcome Email. In this timeframe, the user may receive the activation email, log in, but have nothing on the To Do list until the system assigns them a training.
- Token Expired: In the event that they do not access their activation email before the Campaign Welcome email is sent to them, the activation token will expire. The user must use the most recent email (Campaign Welcome Email) to activate their account instead.
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Add Additional Admins
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Related:
🔗 Admin User Roles (Adjust Admin Access Levels)
🔗 New Admin Guide: Activating you Emtrain Admin Account