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Bulk Staff Import and Process

Bulk Staff Import and Process is a two-step workflow for creating or updating staff accounts in bulk using a CSV file.

This workflow is typically used for mass staff updates tied to SIS or HR exports when automated staff imports are not configured.

Permission Required

To access System Utilities, you need the Manage Settings permission assigned to your role.

Understanding Bulk Staff Import​

Think of bulk staff import as manual CSV-based staff account management - you prepare a staff data file from your HR system or SIS, upload it for staging, and then process it to create or update staff user accounts.

What this utility does:

  • Uploads a staff CSV into a staging area
  • Processes the CSV to create or update staff user records
  • Handles building assignments and profile fields
  • Provides a delete option if the wrong file is uploaded

When to use:

  • OneRoster/automated staff imports are not configured
  • One-time staff data corrections needed
  • Beginning of year staff additions from HR export
  • Bulk updating staff profile fields or building assignments

When NOT to use:

  • OneRoster is enabled for staff (use OneRoster sync instead)
  • Automated CSV staff imports are configured (use Automation Settings)
  • Adding single staff member (use manual staff creation)

The Two-Step Workflow​

Step 1: Upload the Staff CSV​

Upload prepares the file for processing but does not make changes yet.

How to upload:

  1. Navigate to Settings → System Utilities
  2. Locate Bulk Staff Import/Update
  3. Download the CSV Import Template
  4. Populate the template with staff records
  5. Upload the CSV using the upload area

What happens:

  • File is validated for format
  • CSV is staged in system for processing
  • No staff accounts are created or modified yet

Step 2: Process the Staff CSV​

Process applies the changes from the uploaded CSV.

How to process:

  1. Locate Bulk Staff Process
  2. Confirm the system shows a file is present (timestamp displayed)
  3. Click Process Staff Import
  4. Wait for processing to complete
  5. Validate results by checking a sample set of staff accounts

What happens:

  • CSV is read and parsed
  • Staff accounts are created or updated
  • Building assignments applied
  • Profile fields populated

CSV Template and Requirements​

Download the Template​

Use the CSV Import Template button to download the expected format.

Important: Template columns vary by district configuration. Always download the template from your environment.

Common columns:

  • Staff ID (required)
  • First Name
  • Last Name
  • Email Address
  • Building ID
  • Role or Department
  • Username
  • Password (optional)

Column requirements:

  • Headers must match template exactly
  • Staff IDs must be unique
  • Building IDs must match existing buildings in Manage1to1
  • Email addresses should be valid

Before You Upload​

Checklist:

  • ✓ Confirm required columns match the template exactly
  • ✓ Confirm building or location values match configured buildings
  • ✓ Confirm staff identifiers are consistent with your authoritative export
  • ✓ Remove test rows or header comments
  • ✓ Ensure file is saved as CSV (not Excel .xlsx)

Common mistakes to avoid:

  • Misspelled building codes
  • Duplicate staff IDs
  • Missing required fields
  • Extra columns not in template

Delete Option​

If the uploaded file is incorrect, delete it and re-upload.

How to delete:

  1. Locate Bulk Staff Process
  2. Click Delete Staff CSV File
  3. File is removed from staging
  4. Re-upload the correct file using Bulk Staff Import/Update

When to delete:

  • Wrong file uploaded
  • Errors found in CSV after uploading
  • Need to make changes before processing

Important: Delete must be done BEFORE processing. Once processed, changes are applied and cannot be undone by deleting the CSV.

Verification Steps​

After processing, confirm changes were applied correctly.

What to check:

  • Staff accounts were created or updated correctly
  • Role, permissions, and building assignments reflect expectations
  • Email addresses are correct
  • Staff count matches expected total

Recommended verification:

  1. Run staff user report
  2. Check 5-10 staff profiles manually
  3. Verify building assignments
  4. Test staff logins for sample accounts (if applicable)

If problems found:

  • Review CSV for errors
  • Check building ID alignment
  • Verify required fields were populated
  • Contact Manage1to1 Support if import results are unexpected

Best Practices​

✅ Do:

  • Download template from your environment
  • Test with small CSV (5-10 staff) before processing full file
  • Verify building IDs match Manage1to1 buildings exactly
  • Review uploaded file timestamp before processing
  • Coordinate with staff before changing login credentials

❌ Don't:

  • Process without reviewing uploaded file first
  • Use building codes that don't exist in Manage1to1
  • Upload CSV with hundreds of rows without testing
  • Process same file multiple times
  • Include sensitive HR data not needed for Manage1to1

Common Questions​

Q: What happens to existing staff not in the CSV? Nothing. Bulk import only affects staff included in the CSV. Existing staff not in the file remain unchanged.

Q: Can I update existing staff with this utility? Yes. If a staff ID already exists, the import updates that staff member's profile fields with values from the CSV.

Q: Will this give staff admin access to Manage1to1? No. Bulk staff import creates staff user accounts (for device checkouts, support tickets, etc.). To grant admin access, use Administrator management separately.

Q: Can I upload multiple CSV files before processing? No. Only one CSV can be staged at a time. Process or delete the current file before uploading another.

Q: How long does processing take? Depends on file size. Small files (50 staff): seconds. Large files (500+ staff): 1-2 minutes.

Q: What if I process the same CSV twice? Staff already in the system will be updated again with the same values. This is generally harmless but unnecessary.

Q: Can staff import assign admin roles? No. Staff import creates basic staff user accounts. Admin role assignment must be done separately through Administrator management.

Bulk Staff Import and Process provides efficient staff account management for initial setup, annual updates, and HR system integration when automated imports are not available.

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