Adding staff

Importing your staff

We can offer the following services to import your staff into Staffwise:

• Use our basic staff import function location under Staff > Import staff
  
• Here you can download the template and use this to import your staff into Staffwise
  
• The columns contained with the staff import are as follows:
  • Title
    • Not mandatory
    • Mr, Mrs, Ms, Miss or Dr
  • First name
    • Mandatory
  • Last name
    • Mandatory
  • Email address
    • Mandatory
  • DOB
    • Not mandatory
    • Format: dd/mm/yyyy
  • Gender
    • Not mandatory
    • Please use M of F
  • Mobile
    • Not mandatory
    • Please enter the mobile number with the country code
  • Address 1
    • Not mandatory
  • Address 2
    • Not mandatory
  • Address 3
    • Not mandatory
  • Town
    • Not mandatory
  • Postcode
    • Not mandatory
    • Postal or Zip code
  • Country
    • Not mandatory
    • Please use the country code
    • A complete list can be found here: https://en.wikipedia.org/wiki/List_of_ISO_3166_country_codes
  • Nationality
    • Not mandatory
  • Roles
    • Add multiple roles separated by commas
    • You must ensure that the roles are added to the system
  • Tags
    • Add multiple tags separated by commas
    • You must ensure that the tags are added to the system
• Upon selecting your file and pressing submit you will have the following options
  
  • Staff will be forced to go through the registration process after login
    • This enables you to control whether or not staff within this upload will be forced to go through the full registration process or not
  • Contains headers? (do not process first row)
    • If you are using the staff import template this contains headers and so you should not process this first row as staff to be imported

For more complex imports that contain more data and files, we can import them for you. This service may incur fees depending on the complexity.

Sending out a welcome email

Once your system is set up you can email the staff a welcome email to advise on the following:

• That you have moved to a new system
• How to recreate a new password to login
• To ensure their profile is complete and up to date
• Anything else you want to inform them of

First, we advise you to check the wording of the welcome email:

• Go to Message Centre > Manage email templates
  
• Go to the Custom tab
  
• Click Edit on the Welcome email
  
• Review and update
• Press Save

You can then send the welcome email to the active staff as follows:

• Go to Message Centre > Send message
  
• Then setup the following
  
  • Recipients: Status: Incomplete or Status: Applied
    • Please check with support for the correct status
  • Select a template: Welcome email
  • Type: Job Related
• Then check over the contents of the email again and press Send