So how do I use the import feature?
Don't panic! You do not need to add each of your employees/contractors/volunteers individually if you have lots of people to add into the system!
Instead, we have provided you with a handy spreadsheet which you can fill out with as little or as much information as you like.
You can access the spreadsheet at any time by clicking People > Data > Manage Data Imports
Filling out the Spreadsheet
When filling out the spreadsheet it will ask you to fill out the these four mandatory fields highlighted in Red:
- Email address
- First name
- Last name
- Join date
- Person type (Employee, Contractor, Volunteer)
PLEASE NOTE: The date format must be dd/mm/yyyy
The rest of the fields are optional, so you can fill out as much or as little as you like.
⭐ Top Tip ⭐
If you're adding in a Line Manager or Holiday approver. This will need to be their "ref" number not their name
There are also other reports to allow you to quickly add employee information to Breathe. These include
- Additional payments.
If you have forgotten to add any information on your initial people import then no worries! You can simply use the 'Update existing people' import to update any information.
I've filled out the spreadsheet and i'm ready to import
Great! If you've filled in the spreadsheet as much as you need to then you can import this by navigating to the Import section and instead of downloading the spreadsheet, you are importing:
⭐️ Top Tip ⭐️
Make sure your import type is selected in Step 1 before you add your completed spreadsheet. For example if you are uploading a "Jobs" import make sure "Jobs" is selected from the drop-down menu.
Once you have uploaded your import the status of the import will be 'Checking'. To find out if the import has been successful or not please REFRESH THE PAGE.
If your import has been successful the information will be automatically uploaded to Breathe!
Please note: With the salary report, if it is used to add a new salary record then an end date will be added to the employee's previous salary record.
If the import is unsuccessful you will be able to tell as the status for the import will be 'failed'. You can use the arrow icon to go into the record and view the errors for the import.
You will then be able to see the type of import, the state of the import, when it was created and who it was created by. Below there will be information on the specific errors in this import.
The three icons in the top right (see below) will allow you:
- ARCHIVE - This is to archive the report so once you have used this report and no longer want it to appear on the initial list you can archive it. Don't worry you can still view archived imports.
- DOWNLOAD - you can use the download button to download the import, correct it and re-upload it.
- DELETE - the bin icon can be used to completely delete the import. This will also delete data in your account that had been added via this import.
That's it! You're all done