Importing Employees

APPLICATION: Registering your employees is essential for working with Involves Stage and it's one of the first steps to be taken during your onboarding. The employees you register will be linked to the regionals and those who are part of your Field Team will receive their Itineraries and Tasks. REQUIRED READINGS: Entering Macroregional and Regionals, Setting Access Profiles, Access Profile’s Permissions.

 

There are two ways you can register your employees on Involves Stage: you can enter them one by one manually on your system or you can import your information using a downloadable import template. The choice is yours. It will depend on your needs during your Onboarding or when updating your operation.

We recommend importing your users when registering a great amount of information simultaneously.

The import registration begins on the Web platform:

Menu > Employees > Employees

 

 

• Click on the Options button, on the bottom left corner of the screen;
• Then, click on Import;
• On the Import pop-up window, click on Download Template;
• Wait for a second for the  XLSX file to download;

 

 

After downloading it, open the template file on a spreadsheet software like Excel. The import template is an XLSX spreadsheet and it contains similar fields to those on the manual register. The required ones are  Employee Name, User, Active User, Access Profile, Field Team, Mobile and Admission Date, and they are signaled with an asterisk (*).

Some fields will require special attention. Check out some of these requirements:

 

ID

ID is the unique number that identifies your employee on Involves Stage. The system will automatically define this number and it will be used for bulk data editing. For that reason, leave this column empty during your first import.

Tip If you need to change the information on your employee base in the future, you can export the information containing the IDs automatically defined by the system. When editing this information, don’t change the ID column so it will be recognizable by the system when reimporting the file.

 

 

EMPLOYEE NAME

Your employee’s name must be unique on the system. If you have two or more employees with the same name, consider inserting their full name within a 100 characters limit.

 

USER

Your employee will use their username as their login on our Web and App platforms. It should also be a unique username containing at least five (5) characters. Your username should be easy to type and remember - avoid special characters or symbols. 

PASSWORD

There are two ways to define a password: entering it manually on the password field with at least six (6) characters or leaving this field empty so the system will send it directly to your employee e-mail. Involves Stage also accepts lower and uppercase characters, therefore it’s important to establish a standard to remember and type it easily.

 

ACTIVE USER

This field relates to Employee Status, and it should be registered using an Yes or No. In order for an employee to receive their itineraries and tasks, they must be active on the system. An employee will only be checked as inactive when they no longer take part in your activities. Instead of deleting them, Involves Stage allows you to select their status. Therefore, your company won’t lose any important data.

 

TEMPORARY

On this field you can inform if an employee is a temporary or not and they should be registered using Yes or No. If you signal them as Yes, Involves Stage will generate alerts for the system’s admin to manage this user’s registry during this period.

 

ACCESS PROFILE

This field is used for informing the access profile of your employee, previously defined on the system. Beware not to duplicate items when adding the access profile.

 

FIELD TEAM

On this field, you can define if an employee will be part of a field team or not. This field should be registered using an Yes or No. If yes, you need to allow access to the App on the Mobile field. When you select this option, you’ll be activating one of your Involves Stage’s licenses. We recommend you check this field No to manage the licenses individually when editing your field employees in bulk.

 

REGIONALS

It’s possible to link more than one regional to an employee, and using this field you can link them to the regional they belong to. When informing more than one regional it’s important to separate them using a semicolon (;). Don’t forget that only the previously registered regionals will be available for linking and that you need to inform their names correctly to avoid duplicate items.

 

SUPERIOR 

It’s possible to relate a direct superior to each one of your employees. Inform the name of a superior already registered in the system and with an access profile ranked higher on the hierarchy level than the new employee. Be careful when adding the superior’s name not to duplicate items.

 

WORKDAY

On this field you will inform your employee’s workdays, which should be previously added to the system. You can leave this field empty if there’s no specific schedule assigned. 

 

MOBILE ACCESS

On this field you’ll define if the employee will be able to interact with the system via App. If you selected yes on the Field Team field, you should also select yes on this one.

 

SHARED

This filed is used by agencies and it informs whether or not an employee will work for more than one brand or client. It should be checked as Yes or No.

 

TIME ZONE 

These fields can be left blank. The system will automatically identify the standard of the environment where the employee will be making use of Involves Stage. 

There are two ways to check the standard GMT time zone: clicking on lines 2 and 3 of the time zone column, or by selecting the time zone tab. Check it out:

 

LANGUAGE 

The system is available in three languages. You can use Involves Stage in either Portuguese, English or Spanish.  

 

INDIVIDUAL TAXPAYER REGISTRATION

Filling out your Employee’s Individual Taxpayer Registration is optional and you can use any kind of character. This field accepts blank spaces, punctuation marks and slash.

 

E-MAIL

Don’t forget to enter the corporate e-mail address. This field is essential for the back-office team and it will be used to receive operation reports and recovering passwords.

Your new employee will receive  access to the system on their e-mail, with their login and password randomly generated by the system.

 

ADDRESS

The following fields are optional: City, Postal Code, Address, Number, Additional Information, District and Zip Code . However, we recommend you to fill this information to use the geolocation resource.

The field Number can be filled along the Address field. Both options will be recognized by the system. On the Zip Code field, you can inform any kind of character as well as blank space, punctuation marks and slash.

 

LATITUDE and LONGITUDE

Please leave these fields empty. Involves Stage will automatically fill them out using the registered address.

 

DATE OF HIRING

It is required to add your employees’ date of hiring. If it’s not possible to access the correct one, please use the date you registered the employee in the system.

 

Tip When adding employees from different hierarchy levels you should organize the list in a descending way. For instance: System’s Administrators on the first lines and Sales Reps on the bottom.

 

SAVING FILE

After filling out the spreadsheet with all the required information, save a copy as CSV (Comma delimited). For your safety, please save a backup copy as XLSX, since the CSV removes some formulas and formats.

 

 

IMPORT

Back on Involves Stage, you can return from where you’d stopped, or you can restart the process:

Menu > Employees > Employees

• Click on the Options button, on the bottom left corner of the screen;
• Then, click on Import;
• On the Import pop-up window, click on Choose File;
• Select the .csv format file;
• Check if the selected file is the correct one;
• If you want to geolocate your employees’ address, select the option Georeference Imported Records?;
• If you want to send the login information to all new users, select Send username and password to Employees' e-mail;
• Then, click Send.

 

 

That’s it! After proceeding with all of the steps above, your employees will be registered on the system and you will be able to create itineraries for your field team. 

 

ERRORS REPORT

During import, the system may find some issues with template completion. In this case, Involves Stage will generate an Error Report. Check out how it works on

• Import Error Report

 

Tip On the Employees page you can also edit the ones you’ve already registered and import two lists: one containing information about registered employees and another naming the devices used by the field team. Check how to export information about mobile devices