Uploading User Data
Share911's Import People feature simplifies user management by allowing you to upload a spreadsheet of user data. With your spreadsheet, you can quickly perform common administration tasks such as creating accounts for new hires, updating contact information for existing accounts, and removing terminated staff.
- Obtain the Required Permissions
- Create your spreadsheet
- Visit the Import People page
- Perform the upload
- Understanding the results
1. Obtain the Required Permissions
To import users, your account must first have the Manage Users permission. If you need to have this permission added to your account, please contact your Share911 account admin or email firstname.lastname@example.org for assistance.
2. Create your spreadsheet
Share911 supports the import of staff data via spreadsheets in XLS, XLSX, ODS, or CSV format.
Example Import File
Click here for an example in XLSX format: example-import-file.xlsx
The first required column is the Action column. The Action column must be one of the following values: "delete" or "save".
A value of "delete" indicates that the user has been terminated and should be removed.
When deleting, at least one of the Employee ID, Emails, or Mobile columns must have a value. All other columns are ignored. Share911 will search through our database and remove the first matching record found. Search order is first by Employee ID, then Emails, then Mobile.
In particular, be careful with supplying Mobile values for terminated staff. It is usually best to avoid including a Mobile value since it is common practice for mobile devices to be reused by other staff and we have seen this cause inadvertent removal of the new recipient's Share911 account.
Here we see an example of deleting two terminated employees by email address:
A value of "save" indicates that the user should be created or updated. Share911 does not require making a distinction between new users and existing users; if an existing user is not found we will automatically create a new user account and email them an invite.
For the "save" action, there are 2 additional required columns:
- Share IDs
Here we see an example of updating a user whose email address and last name have changed due to marriage. Since their Employee ID has not changed, their existing Share911 account will be found and their other information brought up to date. Note that we do not have to send information that remains the same, nor do we need to include empty columns.
|Action||Employee ID||Emails||Firstname||Lastname||Share IDs|
Further Notes on Columns
- Column order does not matter
- Column header names are not case-sensitive.
- Alternate column header names may also be used. For example, you can use last_name, Employee Number, and Phone Number if you prefer. Please see the documentation for our REST Users API for a complete list of Aliases.
- A spreadsheet may have both "save" and "delete" action rows.
- Manually managed channel access can be overwritten by spreadsheet uploads so please see this help article for how to handle this in the spreadsheet upload.
Here we can see two updates and one termination:
|Action||Employee ID||Emails||Firstname||Lastname||Title||Mobile||Share IDs||Manager IDs||Contact Name||Contact Phone||Contact Email|
|email@example.com, firstname.lastname@example.org||John||Smith||Import Tester||00000A, acme/building1|
Users will be added with the default permissions for each channel. For instructions on how to set default permissions, please see the "How to Set Default Permissions" video on our Video Training for Administrators page.
Assigning People to Channels using Share IDs
The bottom of the Import People page has a tool which you can use to look up Share IDs for channels. Share IDs are the unique code that we use to identify a specific channel and are used in your spreadsheet to indicate which channel(s) a person should have access to. We use Share IDs rather than channel names since the names may change while Share IDs are permanent.
First select the channels that you want to grant someone access to. The Share IDs for those channels will be displayed in the text box underneath. Then copy the contents of that text box and paste it into your spreadsheet in the Share IDs column for the users that should have access to those channels.
3. Visit the Import People page
The Import People link is located near the top of your User Menu, found by clicking your name in the top-right.
4. Perform the upload
Drag your spreadsheet onto the page or click the "Click here to select file" button to initiate the import.
5. Understanding the results
Once your spreadsheet has been processed, you will be presented with a log of the results.
An error message will be displayed for any invalid spreadsheet rows. An error in one row does not affect processing of another row. If you need help resolving displayed errors, please contact email@example.com . Some errors can be safely ignored, such as when an employee account marked for termination can not be found due to it having already been deleted.
Notes for newly created users
Newly created users will be sent an invite email. New user accounts created via import automatically have their email addresses marked as "verified" and will receive active and drill alert notifications via email and mobile if a number was supplied. They can also check-in using the link they receive in the alert notification.
Email invites will expire after 3 days. New users who have not accepted the email invite will be prompted to create a new password the first time that they attempt to log in.
While not required, we recommend encouraging all new users to accept the email invite so that they can quickly log in and initiate an event in the case of an emergency, rather than just respond to one initiated by someone else. Please see our Bulk Invite help page for more information. Users with access to more than one channel only need to be invited once.