If you're not using one of the integrations and would still like to have Officevibe manage your employees and groups, here are two solutions for you
Upload a .CSV file to invite users and create groups
Upload your .csv file using this link: https://app.officevibe.com/api#/import
Note: This will also upload employees who have personnal email addresses
1. Create your .csv file
If you don't have the file ready, you can go ahead and create your .csv file by following these steps
1.1 File Format
The input data must be formatted this way:
<email>, <firstname>, <lastname>, <jobtitle>, <imageUrl> <group1>, <group2>, …,<groupN>
- Fields in bold are required;
- The email field must be a valid email format;
- There is no restriction on the allowed email domains;
- Spaces before and after fields will be removed automatically;
- The group, first and last name fields are limited to 50 characters
- The job title field is limited to 255 characters.
In excel, you can save a CSV by doing “Save As” and selecting the CSV option from the dialog:
In Google Spreadsheets, you can export by clicking on “File -> Download As -> CSV”:
2. Upload your .CSV file on the import Employees page
Once this file is uploaded through the API invite page the system will send them an invite email for them to confirm. They will not be considered as part of the platform until they confirm their account. Meanwhile, you can review their invite status from the pending invites panel in Officevibe. If one or more group was specified, the employee will automatically be assigned to that group once he accepts his invite.
2.2 Inviting new employees to Officevibe
To invite new employees to the platform, simply repeat the same steps above.
2.2 Updating existing employee information
The same process can be used to update an employee’s information. The system will use the employee’s email as a key and replace the first name, the last name and the job title of the employee with the fields in the uploaded file. This process will not remove or update existing employee unless they are included in the uploaded file. If groups are specified, the employee will be assigned to those groups but he will not be removed from omitted groups he is already part of.
2.3 Replacing existing groups
By ticking the first optional checkbox before uploading your file, you can chose to replace your existing groups so they reflect your imported file:
This operation is useful if you want to recreate a group with a list of employees from scratch. It will remove all the previously included employees and assign those included in the imported file to the group. Note that any groups omitted from the imported file will be left untouched. If the intent was to delete them, do it manually through the admin panel of Officevibe.
2.4 Deactivate or reactivate employees
By ticking the second optional checkbox before uploading your file, the system will deactivate all the employees currently active from your company in Officevibe that are not present in the uploaded file. If the employee present in the file is already deactivated in Officevibe, the system will reactivate this employee.
IMPORTANT: Using this feature will not remove or invalidate existing data such as users, survey data, employee feedback or poll questions.
Use the API to connect to your existing HR system
To get started, you can get your API key through this page: https://app.officevibe.com/api#/key
For any tips and help to set up our API, here's a page that can help: https://api.officevibe.com/docs