Personnel Data Tool

The Administrator Console's Personnel Data Tool allows you to manage personnel information, offering import and export capabilities.

Import personnel information

You can add or edit multiple users' profiles using the Personnel Data Tool's CSV templates. After updating the CSV template, you will then import the updated information into the Personnel module using the Personnel Data Tool. The steps below will guide you through the process.

Download the template

  1. Open the Administrator Console.
  2. Select Personnel Data Tool.
  3. From the Import tab, open the Choose template folder dropdown menu and choose the type of information you want to update. The options in this menu correspond with the sections that appear on a user's profile in the Personnel module (Demographics, Service History, etc.).
  4. Select Download Template CSV to download the template to your computer.
    Screenshot showing where the template dropdown is located.

Edit the template

After downloading the CSV template, open it and add information as appropriate. While you are editing, keep in mind:

  • Some columns require a specific type of data to upload successfully. Download the Data Format Guide from the Personnel Data Tool page, to see which values can be entered in each column in the template.
  • Never delete a column or change the column header. The file will not upload if a column is missing, or a header is changed.
  • It's OK to leave cells empty; a blank cell won't change or remove information that currently appears in that person's profile in the Personnel module.
  • In the template, each row belongs to one person. Only add details for the people you need to update.

After you've put all the information into the CSV file, save it to your computer.

Note

If you’re using Excel to update the CSV template, make sure your delimiters are correctly set before using the template.

Upload the updated information

  1. Open the Personnel Data Tool from the Administrator Console.
  2. Click Select CSV File.

  3. Find the CSV file you updated.
    • If you chose the wrong file, click Select a different file and choose the correct one.
  4. From the Upload Locationmenu, choose the type of information you are updating. The options in this menu correspond with the sections that appear on a user's profile in the Personnel module (Demographics, Service History, etc.).
  5. Select Start Import to upload the CSV file.

Excel settings

Before you open the template CSV file in Microsoft Excel, make sure your Excel settings use a comma as the delimiter character. If a different character is used, incorrect formatting will appear in the file when you open it in Excel.

To update the delimiter settings:

  1. Select File > Options.
  2. Open the Advanced section.
  3. Make sure the Use system separators option is unchecked.
  4. Enter a period (.) in the Decimal separator box and a comma (,) in the Thousands separator box.
  5. Select OK.

Export personnel information

To export personnel information:

  1. Open the Administrator Console.
  2. Select Personnel Data Tool.
  3. Select Export.
  4. Open the Choose folder dropdown menu and select the information you want to download.
  5. Select Download CSV.