The “Users” section is used to upload the User database in the system. This includes the entire user universe, i.e., the end users, the Partner Users, and the Partner Admins. This covers both Web and Mobile App Users.
The users must be assigned a unique ID called the Partner Code. This code must remain constant for a user, as it denotes the user's account in the system. It is the “ID Card” of a user. Using this unique ID is how the system will recognize a user.
All users who have to be considered for incentives must be uploaded to the system without redundancies.
A user must also have a unique login ID—a phone number, an email address, or both.
Let's explore the nuances while uploading user data
Data Formatting
As in any system, some rules must be followed when uploading a user dataset.
The user's data must mandatorily have the following fields
Unique ID ( Partner Code ) for each user
Email ID / Phone number
Access role name defines the level of access you want to give the user.
Brand Super Admin - This is the highest user level in the system and has all rights to view, modify and create metrics, programs, connections, etc.
Brand Admin - Admin within the company who does not need to be given all the rights but is given the rights to access the following tabs - Dashboard, Programs, Incentives, Reports, Logs and Groups.
Partner Admin - User who is to be given the above rights but is not within the company
Brand User - An end user within the company. Will not have only viewing rights
Partner User - An end user not within the company. Will only have viewing rights.
Supervisor - The mail ID of the supervisor( must also be uploaded to the system). If one doesn’t want to assign a specific supervisor, a default supervisor or a Brand Super Admin can be assigned to all of them.
Other fields that are not mandatory but are usually included are Name, Designation, Area, Employee type, Department, DOJ, etc.
In Excel, all numerical values to be used for calculating incentives or any other arithmetic operations must be set to numerical.
All dates must be in the DD-MM-YYYY format and should be set to a custom format in Excel.
User data files to be uploaded must be uploaded in the “.csv” format.
Multiple User Templates
You may not want to upload all fields in the user data for some users, such as Brand Super Admins. One can upload users in another “format” or “template” in such a case.
To do this go to Add Users > Create new User Type
This different format will be accessible as a drop-down list at the top left corner of the Users tab. Custom names can be given to the different templates to facilitate recognition.
It is important to note that all the active users across all the templates will be considered for the programs for which they are eligible.
If the user template changes, i.e., if columns are added, one may need to contact the Xoxoday tech team to update the relevant views.
User Upload Process
Users can be added in 2 ways - Manually or upload via CSV file.
Manual Upload: A user can be uploaded by entering their details in the various boxes according to the template.
Click on the "Add Users" icon on the top right corner of the Users management page.
This opens the option to manually add a new user.
The admin can now add individual users' details such as name, supervisor, access role name, partner code, email, phone, etc.
Once done, click "Add User" to add the user's details to the data.
To bulk upload users/ or upload via CSV file make sure all the formatting steps are done as mentioned in this section
Then go to Add Users in the top right corner and select Import with CSV.
Ensure the file to be uploaded is in the same template format as the one set for that user type. Select the file and click next.
Check the next page, which shows the top 3 entities in the dataset. Ensure there are no mapping issues and that the data has been mapped to the correct columns per the template.
Click next to start uploading.
As soon as the user uploads a file in a corresponding user template, a corresponding record is added at the top of the Logs page/table stating the status of the upload as ‘Processing’ under Records created (please see screenshot below for reference):
A successful upload is indicated by the expected number of records under ‘Records Created’ and zero under ‘Records Skipped’.
The number of record(s) that fail to upload can be viewed under the ‘Records Skipped’ column. By downloading the CSV file by clicking on the download button next to this number, we can view these records and the reason for the failure as the error message in the last column of the downloaded CSV.
The expectation/next step is to fix these errors and reupload the file for the complete data upload.
For a list of usual errors and how to sort them, click here.
User Download Process
The entire user base can be downloaded from the system.
Go to Users > Click on Download
The users will be downloaded in CSV format using the same template structure that is uploaded. The file will have an additional column called Status, showing whether a user is Active or disabled.
If the user base is too large to download directly, the file will be sent to the email of the account that is logged in.
Active and Disabled Users
A user can be set as “Active” or “Disabled”. Active users will be considered for the relevant programs and eligible for incentives.
This includes all users from all the templates/user types created. In case a user leaves the company or is terminated, or the company decides they are no longer to be considered for incentives due to certain reasons, one can disable the user.
In such a scenario, the user will not be included in the incentive programs set up and will be eligible to receive incentives.
To disable a user, there are two ways -
Manual Disabling—Simply go to the user section and search for the user you want to disable. Click on the user to open the detailed view, scroll to the bottom, and click on disable to disable the user.
Bulk Disabling - Just like uploading users, disabled users can also be uploaded with the updated status. Add a column called Status at the end and put the word “disabled” in all the entries to disable. Map it with the “Status” field of the template.
Note: An inactive user will appear greyed out in the system.
Search and Filter
The search function searches for an entry with a keyword directly without downloading the user dataset. Search can be done based on the keyword of any column, with no restrictions.
The filter function is located next to the search icon at the top right of the dataset. It is used to filter out certain entries based on specific parameters.
Values can be selected for three parameters -
Access Role Name
Supervisor
Status
You can download this specific filtered dataset.
Public Attributes
Public Attributes are a set of details that an admin can enable, allowing everyone to view those details about a user. They can be set from the top right corner, next to the upload button.
The checkbox allows one to select which details about a user to display publicly. These details, such as the leaderboard, will be displayed to everyone. Whatever Public Attributes are checked will be displayed on the leaderboard for everyone to see.