As the Admin of your Tribal Habits portal, there will be times when you need to manage Roles in bulk. The "Bulk upload or enrol" feature allows admins to use CSV spreadsheets to manage data in bulk.
Admins can navigate to the People menu in the admin area and use the "I want to..." menu on the top right of the page to select "Bulk upload or enrol". There are a variety of data imports available via this feature. Please see this article for an overview of the choices.
FEATURE ACCESS - ACTIVE OR CREATOR 50 PLAN OR LARGER
Please note that the Roles feature is only available on Active 50, Creator 50 or higher plans. This feature is not available on Starter 10, Creator 10 or lower plans. Please contact our team at [email protected] if you would like access to this feature but it is not activated on your plan.
Please first review our support article 'How can I track job roles, skills and competencies?' for further information on the Roles feature including how to enable.
In this article, we review uploading Roles data - to create new or update existing Roles.
NOTE: Only Super and Standard admin access levels can create or update Roles via the upload / import CSV function.
What are the steps in uploading Roles?
The Roles upload follows four steps:
Select the import type (Roles).
Select Continue
Upload your CSV.
Map the columns in your CSV to the fields in your portal.
Process the upload.
Step 1 - Type
In Step 1, select Roles.
You will need to create your CSV for the upload. There is a template CSV you can download for this type, which will also export your current Roles.
What columns/fields are required for an upload of Roles?
If you are uploading a CSV with EXISTING Roles, then you need:
Role ID - mandatory for updating existing Roles
Role name - mandatory
Role code - optional see NOTE below
Role description - optional - see NOTE below
Competencies - optional see NOTE below
To add multiple competencies, ensure you include a comma with no spaces
You can check your competencies by navigating to Admin -> Account -> Roles -> Competencies tab
Active - Mandatory
NOTE: Whilst some fields are 'Optional' - please note that if you have existing data for optional fields populated - not including this data on your CSV upload will remove existing data.
If you are uploading a CSV with NEW Roles, then for each new Role you need the following columns:
Role ID - leave blank to create a NEW role
Role name - mandatory
Role code - optional
Role description - optional
Competencies - optional
To add multiple competencies, ensure you include a comma with no spaces
You can check your competencies by navigating to Admin -> Account -> Roles -> Competencies tab
Active - Mandatory
Step 2 - Upload
You can now upload your CSV (only standard CSV files are accepted).
Step 3 - Map
You now need to map your CSV to your fields in Tribal Habits and select a few key settings.
Mapping
Now review each column in your upload and select which Tribal Habits field to map the data to. Select 'Ignore this column' if a column does not need to, or cannot be, mapped. All CSV columns must be mapped or ignored.
Checklist
Please check that you have mapped all columns in your upload to your fields, or selected 'Ignore this column' if not required.
Step 4 - Process
Your upload will now be processed. You can return to other tasks or go to the overview page to see the results of your uploads and any errors.
On the overview page you can view your uploads (Super Admins can see uploads from all users, while other admins access levels can only see uploads of their own).
What if there are errors?
If there errors in your upload, you will see an Errors file to download on the overview table and a number of errors. Admins can download that Error file, which is a CSV containing each row in the upload which had an error.
NOTE: Rows with errors will not be processed. This means Roles were not updated or added.
When you open the 'Errors' file, the final row of the CSV will outline the errors in that row. Admins can fix those errors and re-upload the file with the fixed rows to import those users.
Common errors include:
One of the provided competencies does not exist - this error occurs when you have attempted to upload Competency data that does not exist in your portal
Competencies can be updated or created via a separate upload or within your portal (Admin -> Account -> Roles -> Competencies tab)
Check that your required Competency exists and update your file