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Adding Staff by CSV (spreadsheet) file


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#1 Rebecca_H

Rebecca_H

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Posted 28 July 2017 - 07:13 AM

Adding Staff via CSV file

It's possible to add staff in bulk by means of importing a CSV file (excel spreadsheet) into Tapestry. This allows for a quick and easy way for staff to be added in bulk so you have more time for spending with your children and pupils!

If instead you'd prefer to add staff individually to Tapestry, then you may refer to this tutorial here.

This tutorial will guide you through the process of doing so, the options available for activation and issues which may arise during the import such as duplicate accounts and staff who are unsubscribed.

The tutorial is divided up as follows - 
1. Importing Staff members by CSV
2. The Manage Imported Staff Screen - Explained
3. Fixing Duplicate Accounts
4. Resubscribing a Staff Member who has unsubscribed
5. Account Activation

 

If you would like to know how to create a CSV file (this is a form of spreadsheet), then you may refer to this tutorial on how to create one, including which details will need to be included for the staff members.

 

1. Importing Staff members by CSV

You will firstly need to go to the control panel – manage staff (1) and scroll to the bottom of the page to select the appropriate file you wish to import (2). Once selected, you’ll then need to click on ‘Upload’ as indicated by (3).
bulk%20staff%20imp.png

This will then take you to the following page and the first step of importing the staff.

Step 1

You will need to ensure that the 'Input Name' in box (1) and the 'Tapestry Name' in box (2) match up. You’ll be able to use the drop-down menu to change the fields accordingly. Once you have done this, you may then click on (3) to go to the 'Next Step'.

bulk%20staff%20input.png

Step 2

In Step 2 you will be greeted with this page which requires you to match up the staff account types as present in your CSV file and as on Tapestry. (1) indicates the staff account type and in order to change the Tapestry value please click on the drop-down menu as indicated by (2) and then click on (3) to go to the 'Next Step'.
sdtaff%20type.png

Step 3

This step requires you to select the users you wish to import. You can either tick the box to select all users (1) or select specific users (2). Please note that if you see the phrase ‘Email is already in use’, this indicates that there is already an account on your setting’s Tapestry for that email address; this account will either be activating, active or inactive. (3) indicates the details to be imported into Tapestry. You’ll then need to click on ‘Import Selected (4)’.

staff%20import%203.png

 

2. The Manage Imported Staff Screen - Explained

Step 4

This page is designed to help you add the staff accounts to Tapestry so that they may login with ease.
As part of step 4, you will see the staff you had selected for import in step 3 and whether any of the staff are either of the following -

(1) A Duplicate Account: A duplicate account may be created if a staff is already registered on your Tapestry account with the same email as used in the CSV file.
(2) Unsubscribed: If a staff member is unsubscribed it means they have, at some point, received a notification/activation email from Tapestry and have said they do not want to be set up on an account. They will need to be resubscribed and made active before they can login.

Depending on the staff you are importing, the Duplicate Staff in section 1 and Unsubscribed Staff in section 2 may not appear, and so you'll be able to skip these sections and move straight onto the activation part in section 3
If however you do have staff who have either duplicate accounts or are unsubscribed, then you are able to perform these tasks in any order.

(3) Activation: Informs you which staff you can activate and how you may do so.

You may click 'Finish' (4) if you have completed the actions on this page or wish to carry the actions out individually via the manage staff section later. However if you click 'Finish', you will not be able to return to this screen again and instead will need to carry the actions out individually via the manage staff section of the control panel.

csv%20step%204%20staff.png3. Fixing Duplicate Accounts

Please note: If you do not have any duplicates accounts on your Tapestry, then you may skip this section and either proceed to the next section on unsubscribed staff or go straight to the activation stage.

If Tapestry informs you that you have duplicate accounts for staff (i.e. staff who are registered with the same email) on Tapestry, you will need to click on 'Fix This' to fix the duplication.

CSV%20duplicate%20fix%20this.png

 

After clicking on 'Fix This', you'll be sent to a page which will guide you through understanding why there are duplicate accounts and how you may deal with this. This shall not be dealt with here, but if you do happen to come across this whilst managing your imported staff members, then you can refer to this tutorial relating to fixing the duplication in general as well as section 5 Further Information for Fixing Duplication: Duplicate Accounts, caused by CSV.

Once you have completed the fix duplication process, you'll be able to return to this tutorial to complete the following tasks.

 

4. Resubscribing a Staff Member who has arrived unsubscribed

Please note: If no staff members are unsubscribed, then you may proceed to the following section.
If a staff member has previously unsubscribed from Tapestry, you will be informed of this when importing via CSV. In order to add them to your Tapestry so that they can login, you will need to send them a resubscribe email. Once a resubscribe email is sent, you do not need to send them an activation email as the resubscribe email both resubscribes them and activates their account on your setting's Tapestry.

In order to send staff a resubscribe email and understand further the unsubscribe event, you will need to click on 'Fix This' .

CSV%20unsun%20fix.png

After clicking on ‘fix this’ you will be sent to a page which will explain how the staff member became ‘unsubscribed’ and how you can help them to resubscribe. We won’t look at that here but do take a look at this tutorial for guidance and then come back. 

Once you have completed the referred to the tutorial on the unsubscribe and resubscribe, you'll be able to return back to this tutorial to complete the following tasks.

 

5. Account Activation

This section refers to the methods of activation and an explanation of these options will be presented below.

staff%20for%20activation.png

Section 1 refers to how many staff you have for activation and which staff are eligible for activation. Staff who are unsubscribed and require resubscription will not feature here. Staff who are duplicates on the account and are involved in the fix duplication may feature here if you perform the 'fix duplication' and keep the incoming account created from the CSV import.

If PIN only staff accounts feature here, then they will not be sent an activation email and no link will be generated (either from the activation email or the link generated on this page) as they are not registered with an email. 

Section 2 informs you of the options available for activation.

Activate By Email: Activation links will be sent out immediately by Tapestry to the staff. Staff use these to set their own password and PIN. They have 30 days before these links expire. The staff will then appear as activating on your Tapestry. Once they have used the activation links, they will become active and able to login.

Generate Activation Links: Tapestry will show you the activation links each staff member (manager or full staff account) needs to follow to activate their account. You will need to give them to staff in whichever way you like. These links only last 30 days after which point they will expire. The staff will appear as activating on your Tapestry and once they have used the activation links, they will become active and able to login.
Generate Random Passwords and PINs: Tapestry will randomly generate passwords. These will not be sent out to staff by us - you will need to either write them down, download them or print them off and personally give them to staff. This will make the staff active. This is the option you will need to choose if you are adding PIN only accounts to Tapestry. 

When you have selected an option for activation, a pop-up requesting confirmation of your choice will then appear. You can either click 'OK' if you are satisfied, otherwise you can click 'Cancel' or the 'X' at the top of the pop-up to change your option.

pop%20up%20confirm.png

 

If you select the option of Activate by Email, you'll be able to see how many staff are activating and which staff this refers to. The staff will now be in the status of activating.

send%20csv%20act.png

If you select the option of Generate Activation Links, the page will then refresh and (1) informs you that your PIN only staff accounts require activation by means of Generate Random Passwords and PINs, whilst (2) informs you of the activation links for each staff account (both managers and full staff) You will then be able to download these logins by (3). Please note that you will not be able to retrieve these login details if you leave the page and do not download them. 

staff%20csv%20gen%20links%20-%20copy.png

 

If you choose the options of Activate by Email or Generate Activation Links and you have imported staff who will have PIN only accounts, they will not be activated by these means and you will be informed that you will need to activate them by generating random passwords and PINs. If you would like activate Managers and Full Staff Accounts by sending an activation email or generating an activation link, you will need to select one of these options first, before generating random passwords and PINs for PIN only staff accounts.

 

If you select the option of Generate Random Passwords and PINs, the page will then refresh and you will then be able to view the random passwords and PINs as indicated by (1). The staff members indicated by (2) are PIN only accounts and so only PINs have been generated. You will then be able to download these logins by (3). Please note that you will not be able to retrieve these login details if you leave the page and do not download them.

staff%20act%20gene%20PIN.png

 

The 'Finish' button

You should only click on 'Finish' on this page, if you are absolutely sure that you have completed the tasks you wish to complete. If you click 'Finish' and you haven't activated their accounts, fixed duplicate accounts or dealt with unsubscribed staff, you will need to carry out these actions separately via the manage staff section of the control panel.

Once you have finished the processes above, the staff members will appear in the manage relatives list with appropriate status of activating, active and, if as a result of the merge in the fix duplicate section, awaiting deletionIf you do not deal with activating your members of staff now, then they will remain as not activated.

 

Now that you have imported the staff, you may like to assign children to staff members as this tutorial shows. You may also like to consider setting the staff members permissions via this tutorial.

Happy importing staff members!
Best wishes, Rebecca H






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