Worklyfe allows you to manually import employee data through an easy-to-use spreadsheet importer. The process essentially boils down to copying and pasting employee data from a spreadsheet into Worklyfe. Once everyone is in the system, you'll be ready to configure your programs and launch them to employees.
Importing Employee Data
What you'll need to get started:
Admin access to Worklyfe
A spreadsheet of employee data containing, at minimum, email, first name, and last name
To get started, navigate to the employees page, then click the manual import button to get to the employe data importer:
This brings you to a spreadsheet interface with columns for all the relevant employee data points. This interface is similar to any other spreadsheet, meaning you can manually input employee data cell by cell if you want. However, it's usually easiest to procure a spreadsheet of employee data from your system of record, then copy and paste it into Worklyfe.
Once you have your employee spreadsheet, you can either paste the data column by column, or change the order of your spreadsheet columns to match those in Worklyfe, then copy and paste the entire spreadsheet at once.
Note: The importer opens with only five empty rows. But don't worry, when you paste data into the importer, it will automatically add additional rows to accommodate your data.
Employee Attributes
The only required attributes are email, first name, last name, and role. While the other attributes are technically optional, we highly recommend that you provide these fields in order to take full advantage of Worklyfe's features. Milestone programs rely on fields like start date and birthdate to work at all, and all the additional fields allow you to create more fine-tuned eligibility filters for your programs.
Role
The role assigned to employees determines what abilities they have within the software. See the User Roles guide to learn more about what each role entails.
Start Date
An employee's start date is used by Tenure Programs to determine when employees should be given tenure awards. It must be entered using the MM/DD/YYYY format.
Birthdate
An employee's birthdate is used by Birthday Programs to determine when employees should be given birthday awards. It must be entered using the MM/DD/YYYY format.
Department
An employee's department can also be used to build program eligibility rules (see Title above). Additionally, their department assignment determines who they manage, or who they are managed by. See the [User Roles] guide to learn more about the implications of department and role.
Note: When employees are imported with a department name, Worklyfe checks to see if there is already a department in our system by that name. If one exists, the employee is assigned to that department. If no department exists by that name, it creates a new department and assigns the employee to it. So make sure that all your department names use correct spelling consistent with any departments already created within Worklyfe.
Title
An employee's title can be used to build program eligibility rules. For example, you could stipulate that only employees with a title of "Business Development Representative" are eligible for a particular program.
Import Workflows
After you paste your employee data into the importer, you have two options for executing the import: 1) Import, or 2) Import & Invite.
Import
The import only option adds all employees from the import sheet to Worklyfe as "uninvited" users. They will remain dormant until you manually invite them to activate their accounts (see the Provision Employee Accounts guide to learn more).
Import & Invite
The import & invite option adds all employees from the import sheet to the system, and Worklyfe sends them an invitation email to activate their accounts. They will show a status of "invited" until they complete the activation process, which will change their status to "active."
If you choose this workflow, the process of provisioning accounts is essentially done. From here, you just let employees follow the links in their invite emails to setup their accounts and gain access to your company's Worklyfe programs.