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How can I create or update Roles in bulk or via a spreadsheet?
How can I create or update Roles in bulk or via a spreadsheet?

Roles can be created or updated in bulk using a CSV file / spreadsheet. This article guides you through the steps.

Kathleen McGahey avatar
Written by Kathleen McGahey
Updated over a week ago

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.

Note: The Roles feature is available for customers on an Active 50 or larger plan.

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:

  1. Select the import type (Roles).

  2. Select Continue

  3. Upload your CSV.

  4. Map the columns in your CSV to the fields in your portal.

  5. 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

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