Updating Employees

How to update your existing employee list. You must have the Administrator user role to access the employee list.

There are three ways to update employees: manually one-by-one, in bulk using the Run Action Menu, or in bulk using a CSV import. The method used would depend on how many records you need to update and the nature of the information. These are not methods for adding new employees, only updating existing employees.

Please Note: This article is for updating employees manually and 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 before continuing.

If you are only updating one record or a couple of records, you will want to do this manually.

If you are updating certain information on multiple records like notifications or global roaming, you will want to 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, you will want to do this in bulk via CSV Import.

Manually Updating

Almost all information that can be updated manually, can also be updated through CSV import. However, if you are only updating one or two records you will find it faster to manually update these rather than navigating a CSV file.

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

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6. Make any changes to their profile using the left-hand menu to skip to the relevant sections

7. Save the changes

8. Click Back to Employee List when you're finished

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Updates will automatically be recognized across the system.

Updating via 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 SMS Notifications - Manage the visitor SMS notifications the employee receives.

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 via 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

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.

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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 a 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.

Updating via CSV Import

The easiest way to update complex information for multiple employees is to use a CSV import. Any information that cannot be updated by the Run Action menu is best updated in bulk via CSV import.

There are three steps to updating your employees via CSV file, exporting, preparing, and importing.

Exporting

First, you need to export your current employee list so that you can update the information.

1. Go to Tools > Locations

2. Click View next to your location

3. Select Employees from the left-hand menu

4. Click Export Employees

5. Save the file to your computer

Preparing

Second, you will need to update the employees' information in the CSV file and save it ready for importing.

1. Open the saved export file

2. Make any changes to the information on the spreadsheet

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Please Note: Do not change or remove any headings and do not add any new employees, this will cause the CSV file to error when importing. You can remove any employees you want to delete on import.

3. Save the spreadsheet in the CSV UTF-8 format for the best results

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Importing

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

4. Click Update Employees

5. Click Update your Employee List from a CSV File

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6. Click Select CSV File

7. Select the saved CSV File from your computer and click Open

8. (Optional) Select Remove Missing Records if you want to delete any employees you have removed from the CSV file

9. Click Update Employees

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You will receive a message informing you of how many records were updated in the import and updates will automatically be recognized across the system.

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