*Managing Imports is the fresh new way to bulk upload/edit/deactivate your employees*
What is the Manage Imports page?
The Manage Import page is a feature that allows you to add, edit or remove multiple employees on the YuLife Portal at once. To find it, head to the main menu on the left-hand side of the Portal, tap People and then you'll see Manage Imports beneath it.
How to add and edit your employees in bulk
You can now use the same import template to both add and/or edit your employees at the same time (previously, this would've been done on two separate uploads). To do this:
Select the People tab on the main menu on the left-hand side of the Portal, and tap Manage Imports.
In the top right-hand corner, select Import actions and choose the Add/edit employees option.
This will open a window where you can download the add/edit template. You'll need to fill out the sheet with the required information (you can add new employee data and update existing employee data on the same sheet; make sure you're just uploading the necessary data; optional fields can be left blank) and then upload this via the upload option.
Once you've uploaded the file, you'll be redirected to a review screen where you can take a look at any errors or warnings that show up before you submit the upload. If there are no errors, you can tap the submit button in the top-right hand corner and this will confirm the upload and officially make the changes on the Portal. If there are errors, you can still choose to continue to submit the import, the rows with errors will just not be imported.
Once you've tapped Submit, you'll need to confirm the import, and then your import is done! (If you've got a large import, it may take a little bit of time, you'll see a progress bar for how far along the import is)
How to deactivate employees in bulk
To deactivate multiple employees at once, start by heading to the People option in the left-hand menu, and tap Manage Imports.
Select Import actions in the top right-hand corner, and select Manage leavers.
From here, a window will open where you can download the deactivation template. Fill this out with the required information, and once it's ready, drop it in the upload area of this window.
You'll need to review the deactivation import, and once it's ready to go, tap Submit in the top right-hand corner. As with the add/edit import, if there are any errors, those rows won't be imported, but rows without errors will be.
That's it, all you need to do is confirm your import and then you've updated your leavers via the deactivation import! If the deactivation date was in the past, you can double-check those deactivated users are showing in the deactivation tab on the People page. If the leaving date is set to a future date, the employee will still show as an active employee on the People page but will have a status of 'Leaving'.
How to review your Import history
The manage imports main screen is where you can view all of your portal import activity. This includes both individual additions via the People page, and bulk employee imports/deactivations via the Manage Imports screen.
Bulk employee imports will show as Portal (bulk), any edits to individual members on the People page will show as Portal.
On this screen, you can also view the status of the imports, who made them, and the date/time they were made.
In the status column, you'll be able to see whether an import has Completed, Failed, is Processing, or is Ready to Review. Processing imports will update to completed or failed depending on whether it imports successfully.
Imports that are showing as Ready to Review are sheets that have been uploaded but not submitted yet. You are able to review these and submit them at a later date, but please be cautious, you need to ensure you are submitting the most up-to-date and correct import. We recommend not completing imports for other admins who may not have finished the import as it may cause confusion and the wrong data to be uploaded.
How to differentiate between warnings and errors on your Imports
When you make an import, you may come across warnings and errors in the data you upload. Warnings are identifiable via an orange hazard triangle, whilst errors will show as a red circle with an exclamation mark.
Warnings are areas of the import that will flag additional information regarding the specific employee you're importing, however it will not stop the import completing. Make sure you read through any warnings, as there may be further action needed.
Errors are areas of the import that contain incorrect information, missing information, or the information provided doesn't fit the criteria. Any row on an import with an error will not be able to be imported until the error has been rectified. If you have an import file with employees that have a mix of errors and warnings, you can still submit the file, it will only import the rows that don't have errors.
If you have any questions or need any further help, please don't hesitate to reach out to us via the YuLife Portal web chat :)