Add multiple employees by CSV import

Import employees into your MRI OnLocation account using a CSV file. You must have the  Administrator user role to add employees.

How it works

If you have an existing list of employees or many new employees you want to add to OnLocation, import them using the CSV template. If you have a single employee to enter, add them manually.

If you need to record information not included in the default employee fields, add custom fields to your account. Once you’ve added your fields, download the employee import template, it will contain both the default and custom fields. 

This article covers:

Prepare your employee list

Download the template

If you don't already have an employee list, download our template:

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Employees.
  3. Click Add Employees.

  4. Click Download the Import Template.
  5. Open the file on your computer and save it as a CSV UTF-8 file.

Add your employees to the template

The only default information that is required is the Full Name field. All other fields are optional. If you have added mandatory custom fields, you must complete this information in the template.

You do not need to enter information for headings that do not apply.

Default fields include:

  • Full Name – The employee’s full name.
  • Alternate First Name (also known as) – A nickname for the employee.
  • Title – The employee’s job title.
  • Employee ID – An ID number for the employee. This can be used to sign in as an alternative to their name.
  • Department – The employee’s department. This must match a department that has been set up for the location in OnLocation.
  • Email Address – The employee’s email address. This is used to receive notifications and messages from OnLocation and to log in.
  • Phone – The employee’s landline phone number without any extensions.
  • Mobile Number – The employee’s mobile/cell phone number. This is used to receive SMS notifications from OnLocation.
  • Extension - The extension for the employee's landline.
  • Role Type - The employee role types for the employee. This must match a role type that has been set up for the location in OnLocation.
  • Certification Name/Completed/Expiry – A certification that has been set up in OnLocation using the Certifications Manager to be added to the employee’s profile.
  • Induction Course – The name of an induction course that has been set up in OnLocation under Induction Management that the employee has passed.
  • Induction Course Completed – The date the induction course was passed. This format needs to be the same as your location, DD-MM-YY or MM-DD-YY.
  • Token Type/Number/Issued/Expires – Details for the employee’s tokens used for signing in and out of OnLocation kiosks. The Token Type needs to be set up in Identity Manager in OnLocation.

Once you have entered all of the necessary information for your employees, save the template as a CSV UTF-8 file. 

Import the employee list

Once you have prepared your CSV file, it’s time to add your employees to your OnLocation account. 

To import employees:

  1. Go to Locations, then select the location from the drop-down list.
  2. Select Employees.
  3. Click Add Employees.
  4. Click Import List from a CSV File
  5. Click Select CSV File, select the CSV file, then click Open.
  6. Click Upload CSV File.

  7. Check that the columns in your CSV file are matched correctly, if you've used our template this should happen automatically. Click Submit for Validation.


  8. Click Confirm, then click Close.

Your employees will be automatically added to this location with the details entered.

Common CSV import problems

If you receive an import error when uploading your template, check these suggestions to see if you can fix the issue:

  • Duplicate email addresses – All email addresses in the CSV file must be unique to be imported. These must also be unique from all email addresses currently being used in any OnLocation account.
  • Incomplete sections – If using the induction, certification, or token sections, all columns must be filled in for that employee to import. For example, if you enter a certification name, you must also enter when it was completed and when it expires.
  • Not set up in OnLocation – Some elements or fields must match a corresponding element or field already set up in OnLocation. Custom fields, the Location, Department, Certification Name, Induction Course, and Token Type must be set up in OnLocation before being added to the employee's profile during an import.
  • Not a CSV file – The import file must have the file extension of .csv to be imported into OnLocation. Any other file extension will not import.