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There may be cases where it is necessary to assign a number of users to different roles. Making these changes manually to multiple users individually may be cumbersome and time consuming. The Import user to groups/roles feature has been created for these cases.
This import uses the Easy Employer Standard Format file, which allows uploading changes to multiple users into EE at the same time (bulk import).
2) How to import users to groups / roles
There are three main parts to importing users to roles: getting the template file from the system, completing the file with the required data, and uploading the file.
i) Download the standard format file
The first step is to download the Easy Employer Standard Format file specific for this upload. This allows you to have an accurate template of the information the system requires to complete the import.
Follow these steps to download an example of the file:
ii) Enter the data into the file
Use your preferred spreadsheet editor (e.g., Microsoft Excel) to enter the required data into the downloaded example file, by either copying and pasting from another document (e.g. the user details report) or entering it manually.
It is very important not to alter the headings of each column in any way, as these are used to match the corresponding fields in EE (refer to the table below for the import file specifications).
Easy Employer Standard Format import file specifications
|user_id†||The employee's Easy Employer user ID||Integer||
The user_id can be obtained through the user details report (refer to the RELATED ARTICLES section for more information).
Export the report to a spreadsheet application (e.g., Microsoft Excel) then filter it to get the IDs just for the required users.
|export_code†||The employee's export code||String||As above.|
|given_names||The employee's given names||String|
|surname||The employee's surname||String|
|site_group_id||The Group ID of the site||String|
|site_group_name||The name of the site||String|
|area_group_id||The Group ID of the area||String|
|area_group_name||The name of the area||String|
|role_group_id*||The Group ID of the role||String||Refer to the "Obtain the Group IDs" section below for information on how to obtain this number.|
|role_group_name||The name of the role||String|
|†The file has to contain either the User ID or the Export Code, only one of these two is required.
Note: For the upload to be successful, the system only requires that the file contains either the user ID or the export code, and the role group ID; all the other fields are optional.
Obtain the Group IDs
Follow these steps to find the Group ID for the roles:
Completed import file example
This is an example of a completed import file. The Group IDs for the sites, areas and roles were all found using the technique described in the previous section.
|17||BR28||Connor||John||428||Brisbane||429||Room||451||After Hours Carer|
|2||BR04||Grivas||Shaun||5||Canberra||7||Room||447||After Hours Carer|
|7||BR13||Smith||Anadale||5||Canberra||7||Room||447||After Hours Carer|
|13||BR03||Bloggs||Joe||5||Canberra||7||Room||447||After Hours Carer|
iii) Upload the completed import file
Once your file has been completed, follow these steps to upload the information to the system:
Note: The Import user to groups/roles feature does not override or replace existing data relating to users' roles, therefore, if a user has already been assigned to a role in the system, and through the use of this feature they get assigned to another one, after the upload is completed, this user will be assigned to two different roles.