Inviting users into Officevibe all the while setting up the reporting structure you need is the most important part of the onboarding process. It’s also probably why it’s the most labour-intensive. However, doing this part right will set you up for success in the long run. It can seem daunting but you’ll see that it’s simpler than it looks!
This guide has for objective to break down every step of this process, allowing you complete autonomy in the set-up of your team/organization’s Officevibe account.
The method you’ll be using is called Bulk Uploading. This means that you’ll be creating a spreadsheet (csv file) containing specific information and uploading it directly to Officevibe. By uploading this spreadsheet, you’ll be completing two actions at once:
- Creating and inviting your users (employees) intoOfficevibe
- Creating teams and assigning those users to them automatically
Note: This method will also include some manual work within Officevibe directly, before and after the uploading process.
Here's how to create and fill-in your file to ensure that the import is successful. We have attached a sample .csv file below to help you create your own (this version is saved as an Excel document, however the uploaded version must be via CSV).
Note: This is only available in the Premium version of Officevibe.
1. Create your .csv file
If you don't have the file ready, you can go ahead and create your .csv file as shown below.
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:
2. Uploading Your .CSV File
Upload your .csv file using this link: https://app.officevibe.com/api#/import
Make sure you are logged into your account when you access this link. You'll only be able to complete this action if you're an Administrator on the account.
Note: This will also upload employees who have personal email addresses instead of corporate email addresses.
Once this file is uploaded, the system will immediately send an invite to the employees that they'll need to accept. They won't be considered as part of the platform until they accept the invitation. If they were already in the system with the same email, a new invite will not be sent.
Meanwhile, you can review their status in Manage - Users under the Invited tab. Once they've accepted the invitation, they will be listed under the Active tab.
To invite new employees to the platform, simply repeat the same steps above.
Note: Do not check any of the two boxes when importing unless you want to perform any of the actions below.
3. Replacing Existing Groups
By ticking the first optional checkbox before uploading your file, you can choose 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 Manage - Groups - Edit - Delete at the bottom.
4. Deactivating or Reactivating 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 any existing Survey or Custom Poll responses or any feedback left.