Update employees

Update your existing employee list, either one at a time or in bulk. You must have the Administrator user role to access the employee list.

How to update employee information

There are three ways to update employee information in your WhosOnLocation account. The method to use depends on how many records you need to update and the type of information:

  • If you are updating one or two records, do this manually.
  • If you are updating certain information on multiple records like notifications or global roaming, use the Run Action menu. This has a limited number of options and can't be used to update contact details or complex information.
  • If you are updating complex information for multiple records, do this in bulk by CSV import.
These instructions will not work if you are using an AD Sync. Changes made to an employee record may be overwritten if using an AD Sync. If you are not sure whether you are using this method, please contact your Account Owner or IT Support user to check.

Manually update an employee

To update an employee manually:

  1. Go to Tools > Locations.
  2. Click View next to your location.
  3. Select Employees from the left-hand menu.
  4. Use the search tools to find your employee (if required).
  5. Click View next to their name.

    Employees-view.jpg

  6. Make any changes to their profile using the left-hand menu to skip to the relevant sections.
  7. Click Save.
  8. Click Back to Employee List when you're finished.

Updates will automatically be recognized across the system.

Update employees using the Run Action menu

The Run Action menu gives you a limited number of options to update in an employee's profile and a few unique options to the run action menu. You can run these actions on multiple employees at once.

Available Actions

  • Send Login Permission Email - This will send an email to the employee granting them access to WhosOnLocation. This is a unique action to the Run Action menu.
  • Enable/Disable Email Notifications - Manage the visitor email notifications the employee receives.
  • Enable/Disable Mobile Notifications - Manage the visitor SMS notifications the employee receives.
  • Assign/Remove Department - Manage the department the employees belong to.
  • Change Location - Change the employee's Home location. This is a unique action to the Run Action menu.
  • Change On-site Status - Sign In or Out the employee. This can only be done from the Sign In/Out Manager or the Run Action menu.
  • Change Zone - Change the employee's default zone.
  • Change Role Type - Change the employee's role types.
  • Activate WolMobile - Sends the employee an email with their unique WolMobile code and grants them access to use WolMobile.
  • Pass Induction Course - Select an induction course for the employee to pass using the current date for completion.
  • Enable/Disable Subscription - Manage the employee's email subscriptions to WhosOnLocation
  • Enable/Disable Global Roaming - Manage the location's the employee has access to sign in and out of.
  • Remove Employee - Deletes the employee from your account.

Update using Run Action

  1. Go to Tools > Locations.
  2. Click View next to your location.
  3. Select Employees from the left-hand menu.
  4. Use the checkboxes on the right-hand side to select the employees to update. Or use the # Records button to display as many records as you have employees in a location to update all the required employees at the same time.
  5. Click the Run an Action menu at the bottom of the page.
  6. Select the action you want to update and, if required, select the additional information.
  7. Click Run Action.

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Actions may take some time to complete depending on the number of records selected. Once the action has finished a message will display confirming the number of records updated and all changes will take effect immediately across the account.

Update employees by CSV import

The easiest way to update complex information for multiple employees is to use a CSV import.

There are three steps to updating your employees via CSV file: exporting your employees, preparing the file, then importing it into WhosOnLocation.

Export your employee list

First, export your current employee list:

  1. Go to Tools > Locations.
  2. Click View next to your location.
  3. Select Employees from the left-hand menu.
  4. Click Export Employees. A CSV file will download to your computer. 

    Export-employees.png

  5. Save the file to your computer

Prepare the CSV file

Second, update the employees' information in the CSV file and save it:

  1. Open the saved export file
  2. Make any changes to the information on the spreadsheet. Do not change or remove any headings, this will cause an error when importing. 
  3. Save the spreadsheet in the CSV UTF-8 format.

Import the file

The last step is to import your updated employee list: 

  1. Go to Tools > Locations.
  2. Click View next to your location.
  3. Select Employees from the left-hand menu, then click Update Employees.
  4. Click Import List from a CSV File.
  5. Click Select CSV File, select the saved CSV file from your computer and click Open.
  6. Click Upload CSV File.

    Upload-File.png

  7. Check the fields that will be imported are matched correctly. This should happen automatically. 
  8. Select a Unique Identifier. This will be used to match the records in your file with the records in WhosOnLocation. The most useful identifier to use when updating records is the System ID because it is created by the system and unique to every employee.
  9. (Optional) If you are deleting any employees, tick the Remove Existing Records checkbox.

    Import-Employee.png

  10. Click Submit for Validation.
  11. Click Confirm & Submit.

You will receive a message confirming how many records were updated in the import. The updates will automatically be recognized across the system.

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