If you're getting started with your account, have a lot of employees to add at once, or need to make a mass change to your employees, you can do this using our CSV importing tool which allows you to upload a spreadsheet.
Please be aware, this can only be used to add employees and update their data. Employees can be assigned to existing Roles and Locations but new Roles and Locations must be created separately first.
Employee import template
If importing your employees from scratch (creating new users), you can use our employee import template below:
Download the template and enter in the details of your employees. please be aware you will need to match the format of the template exactly for it to import correctly such as ensuring the date is YYYY-MM-DD.
If you're updating existing employee data, you may find it easier to download your employee data and using this as your template for importing. To download your employee data, go to the Company tab and select Employees. In the top right of the Employees page, click the downwards arrow icon and all your employee data will download. You can then use this as your template, editing what you need, ready to be imported.
Please be aware, the file must be in a CSV format in order to upload.
Importing your data
To import your data, go to the Company tab and select Employees. In the top right corner, click the upwards arrow icon.
This will then open up your device's folders allowing you to select the one you'd like to import. Once you've chosen your file, the import page will look like this (below). Ensure all the dropdown headers at the top of the page match what is listed below. If any are incorrect click the dropdown and select the correct corresponding heading. If you don't want a column to import, select the blank option on the dropdown.
When you're happy with your import, click 'Continue' at the bottom of the page. Depending on how much data you're importing, this may then take a minute or two to import successfully (your screen will slightly fade-out while the import is in progress).
Everything that has correctly imported will have a green tab on the left of the row. Anything that has been unsuccessful will have a red tab.
Why is my data not importing?
If your import shows a red tab beside the row, it means that data has not imported correctly - this could be for a number of reasons. If you hover the red tab, you should see a reason why it hasn't worked. For example, when you hover your tab, it could say 'Could not match on Role' - this means that the Role you tried to assign the employee to doesn't exist in your account.
Some common reasons the import may not be working are:
Employee ID
If you're importing new users, the employee ID will be assigned automatically by RotaCloud so this section should be left blank for new users.Date format
The date format you have attempted to import in may be wrong. Please ensure the format you use matches that in the import template above.Email in use
If you're attempting to import a new user and their email address is already in use in another RotaCloud account (including a deleted account) the import will fail. To resolve this, you can either try with a different email address or speak with our team via live chat or at support@rotacloud.com and request the email address be removed from our system.
If you're unsure what the error message means or have another issue importing data, please speak to our friendly support team on live chat or at support@rotacloud.com and they'll be happy to help you with your import.