Import to Add or Deactivate Multiple Staff

Learn how to import a file to add multiple staff to your account in order to record timesheets. We'll also learn how to import a file to deactivate multiple staff when they leave your business.


In this article we'll cover

  • Add Staff with a CSV File
  • Deactivate Staff with a CSV File
    • Method 1 - define who you want to deactivate
    • Method 2 - define who you want to keep

⚠️ Important

Before you add staff, first learn:

Add Staff with a CSV File

Use a CSV file to import large numbers of new staff into your Hectre account


NOTE

Adding and deactivating staff must be done on separate import files. You cannot add staff and deactivate other staff on the same import file.

  • Use one file to add staff
  • Use another file to deactivate staff

Step 1



Step 2

  • Click Admin
  • Click Staff
  • Click Import


Step 3

  • Download the template file by clicking the prompt "here" (see image below)


Step 4

Open the CSV file on your computer (excel or google sheets work well)


Step 5

Enter details of the staff you want to import


Step 6

Download or save file with the file type (.csv)



Step 7

In Hectre upload the file by following the prompt screen seen in step 3



Step 8

  • Click Preview to view records before they're uploaded



Step 9

  • Click on the different view options to see more details of what you'll be importing (1)
  • If the staff are ready to import, click Confirm Import (2)


Your new staff should now be in your account! If the new staff aren't showing up, you may need to refresh the web page first.


Deactivate Staff with a CSV File

Once deactivated, a staff member's previous timesheets can still be viewed.

Deactivated staff can be found by using the filter "Staff Type" (see below). To reactivate a staff member, click on their account and uncheck the Deactivate Staff Member box and click Save.



Method 1 - define who you want to deactivate

Deactivate a group of people when they leave. They can be reactivated any time individually or using the .csv file.


NOTE

Adding and deactivating staff must be done on separate import files. You cannot add staff and deactivate other staff on the same import file.

  • Use one file to add staff
  • Use another file to deactivate staff


Step 1



Step 2

  • Click Admin
  • Click Staff
  • Click Import


Step 3

  • Download the template file by clicking the prompt "here" (see image below)


Step 4

Open the CSV file on your computer (excel or google sheets work well)



Step 5

Enter details of staff to remove - how to format your CSV file

  • Mandatory: include first and last name
    • if you have multiple staff with the same name and account type, you should include any other defining information such as employee ID, account type, date of birth, email address etc
  • Mandatory: include the text "TRUE" to column L with the column header Deactivate.



Step 6

Download or save file with the file type (.csv)



Step 7

In Hectre upload the file by following the prompt screen seen in step 3



Step 8

  • Click Preview to view staff that will be effected



Step 9

  • Click on the different view options to see more details of what you'll be importing (1)
  • If the staff are ready to import, click Confirm Import (2)
    • Note: the terminology "Import" is used, even when deactivating staff


Method 2 - define who you want to keep

This method is great if the majority of your staff are leaving after the season ends and you only have a few staff staying.


Use an upload file with all staff you want to keep and follow prompts to deactivate anyone not included on your file.


Step 1

Follow steps 1, 2, 3, 4 in method 1


Step 2

Enter details of staff to keep - how to format your CSV file

  • Mandatory: include first and last name
    • if you have multiple staff with the same name and account type, you should include any other defining information such as employee ID, account type, date of birth, email address etc

Step 3

Follow steps 6, 7, 8 of method 1


Step 4

From the Import Preview page:

  • Click Existing Staff (1)
  • Click NOT in this import (2)
  • Scroll across and click De-activate staff (3)
  • Click Confirm Import (4)



NOTE

You may need to refresh your web browser to see changes.

Once deactivated, a staff member's previous timesheets can still be viewed.

Deactivated staff can be found by using the filter "Staff Type" (see below). To reactive a staff member, click on their account and uncheck the Deactivate Staff Member box (see above image) and click Save.

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