So how do I use the import feature?
You do not need to add each of your employees/contractors/volunteers individually if you have lots of people to add to 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 > Imports and selecting one of the menu options...
Add New People
Update existing people
Jobs, Salaries, Benefits and Additional Payments
There are two templates you can choose from when uploading your people via the Add New People menu - 'basic employee template' or 'full employee template'. Click on the highlighted light blue text to download the spreadsheet.
Both will have 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, DD-MM-YYYY or DD.MM.YYYY
These need to be filled out correctly for a successful upload.
The 'basic employee template' is a great way to get your people into Breathe (and they can fill out the rest of their profile themselves, reducing your HR admin).
Filling out the Spreadsheet
When filling out the spreadsheet, you will need to complete the below mandatory fields:
Email address
First name
Last name
Join date
Person type (Employee, Contractor, Volunteer)
Please note: The date format must be DD/MM/YYYY, DD-MM-YYYY or DD.MM.YYYY
The rest of the fields are optional, so you can fill out as much or as little as you like.
When completing the spreadsheet, missing mandatory information will be flagged by a red cell.
What else you can import in Bulk?
There are also other reports to allow you to quickly add employee information to Breathe. These include
Jobs
Salary
Benefits
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:
Navigate to People > Data > Imports
Select the menu option you downloaded the template from and Drag and Drop or click to select the file from your device...
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. (This option will only be available for 72 hours following the upload)
That's it! You're all done