Add employees by CSV import

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

If you have an existing list of employees or a large number of new employees that you want to add to WhosOnLocation, use our CSV import tool. If you have a single employee to enter, add them manually.

You can either download our employee template or use your own. Note that if you're using your own template, you'll need to make sure the headings in the CSV file match the fields in your WhosOnLocation account. 

If you need to record information that is 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. 

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'll also need to 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 if applicable
  • 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 which has been set up for the location in WhosOnLocation
  • Email Address – The employee’s email address. This is used to receive notifications, messages from WhosOnLocation, and to log in to WhosOnLocation
  • 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 WhosOnLocation
  • Extension - The extension for the employee's landline if applicable
  • Role Type - The employee role types for the employee. This must match a role type which has been set up for the location in WhosOnLocation
  • Qualification Name/Completed/Expiry – A qualification which has been set up in WhosOnLocation using the Qualification Manager to be added to the employee’s profile
  • Induction Course – The name of an induction course which has been set up in WhosOnLocation 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 i.e. 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 WhosOnLocation kiosks. The Token Type needs to be set up in Identity Manager in WhosOnLocation

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 WhosOnLocation 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 WhosOnLocation account.
  • Incomplete sections – If using the Induction, Qualification, or Token sections, all columns must be filled in for that employee to import. For example, if you enter a qualification name, you must also enter when it was completed and when it expires.
  • Not set up in WhosOnLocation – Some elements or fields must match a corresponding element or field already set up in WhosOnLocation. Custom fields, the Location, Department, Qualification Name, Induction Course, and Token Type must be set up in WhosOnLocation 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 WhosOnLocation. Any other file extension will not import.