eCompliance Employee Importer

The employee importer can be used to import a large number of employees into an eCompliance site; it can also be used to update information for a number of existing employees with ease (You should refer to the additional importer rules below for the latter). 

Before you import your employees, it is highly recommended that you first export a template, which will also contain any existing employees. Next, if you want to update employee records, update this template with the applicable site and permission data for each employee before moving on to Step 2.

Below you can find all of the rules for the employee importer for Step 2 (importing the employees) along with edge cases that you should be aware of if updating employee info is your intention.

For any questions further questions related to this feature please reach out to your Customer Success Manager.

Import process description:

1.  Blank rows are not allowed.
2. Maximum rows allowed is 20,000 rows. If you would like to import more than 20,000 employees then please reach out to our customer success team.
3. New employees are added and existing employees are updated
4. Employees cannot be deleted. To remove an employee, add a date under Termination Date for when you want the employee terminated.
5. First Name, Last Name and Site are mandatory fields. They cannot be blank.
6. Unique employees are identified by a combination of First Name, Middle Name, Last Name, and Employee ID. Employee ID must be unique and cannot be changed via import. Duplicate employees will be created if Employee IDs are different.
7. First Name, Middle Name, Last Name, Phone Number and Email can not be changed via import for employees with login access.
8. Date fields must be formatted using DD-MM-YYYY format.
9. Any Sites, Job Profiles, or Permission Groups referenced in the import file need to be created before importing.
10. Employees with existing Administrator permissions cannot lose those permissions via an import (this has to be done manually).
11. An invitation will be sent to every employee that is assigned a permission group and does not currently have login access to the system.
12. A blank permission group will not modify the current permission group assigned to the employee.
13. Removing all permissions can be achieved by explicitly using "Basic Access" as permission group.
14. An Email will not be sent if an employee has a termination date.
15. Username of an employee cannot be changed.
16. Password Reset User is mandatory for employee with Username. It cannot be blank.
17. The Password Reset User must be an email address of a user with manage employees permission at that site.
18. If the excel contains users with usernames, the user performing the import must have the create user with username permission in addition to any other permissions already required to perform an import.
19. Temporary Password can be changed for users who have not logged in and reset the temporary password with their preferred password. But for users who have already logged in and reset their passwords, temporary password cannot be set via importer.
20. The maximum file size is 10MB.

Additional importer rules to be aware of:

• Users assigned "Basic Access" via the importer will not receive an email invitation
• The importer accepts adding users with email addresses with a “_” before the “@”. For example : “testemail_@alcumus.com”
• Adding a password reset user to a user with an active email login will not result in an error. The import will continue  however the system will ignore this mistake. Password reset user only applies to users that login with username
• Adding a temporary password to a user with an active email login will not result in an error. The import will continue however the system will ignore this mistake. Temporary password only applies to users that login with username
• Users who have not accepted their invitations or are terminated cannot be set as the password reset user. If attempted the following error will be displayed: Cannot use a non-active account as a password reset user
• Non-active accounts with the “Permission group” column left empty will be automatically assigned “Basic Access” as their permission group upon import
  • If previously these non-active accounts have different permission groups (admin, manager,...) but upon pressing import still have an empty “Permission group” column - they will still be assigned “Basic Access” permission group.
  • If these non-active accounts are linked to different sites (site1, site2, site3,...) however only for the site1 employee importer the Permission group column is empty - then they will only receive "Basic Access" for site1, the other site permission groups will remain unaffected
• Active employees with existing Administrator permissions cannot lose those permissions via an import. This must be done manually
• Job profile information can be added via import to an employee already in eCompliance.
  • If you want to add a new job profile and preserve existing job profiles for an employee, you must include a row for each pre-existing job profile. Otherwise, importing with a single row with one job profile will overwrite other job profile information for the employee.
  • Site name must be included in the same row as each job profile you wish to add to an employee.
  • For example, Jane Smith is a current employee in eC and has the job profile Engineer on Site A and you want to add Safety Inspector for the same site. Jane must be included in the import with 2 rows:

    First Name	Middle Name	Last Name	Phone Number	Employee Id	Site	Job Profile
    Jane		Smith			Site A	Engineer
    Jane		Smith			Site A	Safety Inspector

    Importing 1 row with Safety Inspector will overwrite her Engineer job profile.
• Does the employee importer continue to send email invitations to users each time the sheet is uploaded? No, additional invitation emails are cancelled for any employee who has been previously imported either to the same site or new site. Here are some example scenarios below  to clarify:
  • Imported list of new email employees with Admin permission = An email invitation is sent to all employees
  • Again, imported the above employees with same Site = Email invitation is canceled for all the employees
  • Imported above employees with different Site = Email invitation is cancelled for all the employees