Overview


The Bulk Employee Upload feature in TeamGPS simplifies the process of adding multiple employees to your tenant. With this, you can efficiently upload employee details in one go, reducing manual entry and saving time. By uploading a pre-formatted file containing key employee information such as Names, Designation, Department, External Member ID, Primary Manager and more, you can ensure a seamless on-boarding experience. This helps streamline your workforce management and ensures all employee data is accurately and consistently uploaded to your TeamGPS tenant.





Getting Started

1. Check if Designations, Departments and Managers are updated on your Tenant:

Before downloading the Bulk-Upload Excel template, ensure that the Designations and Departments sections under Organisation settings are updated. The template will include sub-sheets that automatically populate with the entries you've created, along with specific codes to assign the correct Designations and Departments to employees.


If you skip this step, the sub-sheets will remain blank, and you won’t have the necessary codes to assign accurate information to employees. Before any bulk upload, ensure that the required Designation and Department are added in the system to avoid any issues.


Similarly, if you need to assign someone as a Manager for an employee, they must first be manually added to the tenant as an employee. Once that step is completed, you can simply enter their email ID in the template sheet as the Primary Manager for the relevant employee


2. Downloading the Bulk-upload template:


To download the bulk-upload template file, please follow these steps:

  • Navigate to the Organisation section in your system.
  • Click on Employees to access the employee management interface.
  • In the top right corner, locate and click on the gear icon to open drop-down options.
  • From the drop-down options, select Download Sample File to initiate the download of the bulk-upload template.

These steps will ensure you successfully obtain the template file needed for your bulk upload.



3. Updating fields in template sheet:


  • Once you open the sheet, you will see several pre-written entries. These sample entries are provided for your reference to illustrate the data format required for each field. You can delete these samples and begin adding your employees' details accordingly.



  • In the template sheet, you'll also find a sub-sheet named Data Dictionary. The Data Dictionary helps you understand all the headings in the main sheet. It provides key details about each heading, including the type of data required, examples, and any constraints you should be aware of.

    This resource ensures greater accuracy when updating the data, making it easier to understand what information is needed for each specific heading.



  • In the GPS Role sub-sheet, make sure to assign the correct role to each employee. For instance, if an employee's role is simply Employee, their GPS role in the main sheet will be [2]. If an employee requires additional access, such as HR Admin, their GPS role will be [2:4].

    If you're assigning someone an Admin role, which is [1], there’s no need to assign any additional access, as Admins automatically have full access. In this case, the GPS role for an Admin should be [1:2], covering both Admin and Employee access.



  • The same process applies to the Department sub-sheet. If you've already added departments in your tenant, the sheet you export will include all those departments, each with its own specific code. You'll need to assign the correct department code to each employee in the main sheet to ensure accurate data mapping.



  • The same process applies to the Designation sub-sheet. Once you've added designations in your tenant, the exported sheet will contain all those designations, each linked to a unique code. You’ll need to assign the appropriate designation code to each employee in the main sheet to ensure accurate and consistent data mapping.



  • Now if you want to assign someone as a Primary or Secondary Manager for an employee, that person must already be added to the system before exporting the template sheet.

    For employees who are already in TeamGPS, simply add their email ID under the Primary Manager column in the main sheet for the relevant employee.

    If someone is already assigned as a manager to an employee, their name will automatically appear in the Manager sub-sheet after exporting the file, making it easier to track and manage.



4. Uploading sheet back to TeamGPS:


  • Click on the gear icon in the top right corner of your screen to access the drop-down options.
  • From the menu, select Select File for Import.
  • A file browser will open. Navigate through your system to find the appropriate file you wish to upload.
  • Before selecting the file, ensure that the file name does not contain any special characters, as this may cause issues during the upload process.
  • Once you've located the correct file, select it and click Open to begin the import process.




Note: If any incorrect entries are submitted in the sheet, an error message will appear during the submission process. You will have the option to download an error file, which will highlight the specific rows and columns that caused the issue. You can review, correct the errors, and resubmit the sheet.

Additionally, if you are updating an existing employee, it won't create a duplicate entry. Instead, it will only update the information if new details have been added or modified for that contact.