Share911 Help Center

Import People via Spreadsheet

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.

CONTENTS

  1. Obtain the Required Permissions
  2. Create your spreadsheet
  3. Visit the Import People page
  4. Perform the upload
  5. 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 support@share911.com for assistance.

2. Create your spreadsheet

File Formats

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

Required Columns

The first required column is the Action column.  The Action column must be one of the following values: "delete" or "save".  

Delete Action

A value of "delete" indicates that the user has been terminated and should be removed.

Required columns

For the "delete" action, there are 2 required columns:

  1. Action
  2. One of: Employee ID, Email, or Mobile*

When deleting, at least one of the Employee ID, Email, 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.  If more than one column is supplied, search order is first by Employee ID, then Email, then Mobile.  

Warning

* Only supply Mobile values for terminated staff when Employee ID or Email are not available.  Since it is common for mobile devices to be reused by other staff, providing Mobile can cause inadvertent removal of the new recipient's Share911 account.


Examples of Delete Action:

Example

Deleting two terminated employees by Employee ID
Action
Employee ID
delete
0987
delete
4738

Example

Deleting two terminated employees by email address
Action
Emails
delete
rachel.white@example.com
delete
michael.green@example.com

Example

Deleting two terminated employees supplying both Employee ID and email address
Action
Employee ID
Emails
delete
0987
rachel.white@example.com
delete
4738
michael.green@example.com

There is no harm in requesting a deletion more than once. For example, if the terminated user has already been manually removed, including them in the spreadsheet will not cause an issue during processing.

Save Action

A value of "save" indicates that the user should be created or updated.

General Rules

  1. There should only be one row per user account. If the same user has more than one row, the last row will "win".
  2. Share911 does not require making a distinction between new users and existing users; if an existing user is not found Share911 will automatically create a new user account and email them an invite.

Required columns

For the "save" action, there are 3 required columns:

  1. Action
  2. Emails
  3. Channel IDs

Optional columns

  1. Employee ID
  2. Firstname
  3. Lastname
  4. Mobile
  5. Title
  6. Shift
  7. Manager IDs
  8. Emergency Contact Name
  9. Emergency Contact Phone
  10. Emergency Contact Email
  11. Permissions
  12. User Groups
  13. Manually Managed Channels

Examples of Save Action:

Example

Updating a user with Employee ID "0382"
Action
Employee ID
Emails
Firstname
Lastname
Channel IDs
save
0382
sally.brown@example.com
Sally
Brown
acme/hq

This user's 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.

Further Notes on Columns

  • Column order does not matter
  • Column header names are not case-sensitive.
  • A spreadsheet may include both "save" and "delete" action rows.
  • Columns that are not included will leave existing values alone. For example, if a "mobile" column is not included, existing user accounts will keep their current mobile values.
  • Virtual, manually managed channels can be overwritten by spreadsheet uploads so please see Manually Managed Channels for how to avoid this.

More examples:

Example

Two updates and one termination
Action
Employee ID
Emails
Firstname
Lastname
Title
Mobile
Channel IDs
Manager IDs
Contact Name
Contact Phone
Contact Email
save
1111
john@example.com, john.smith@example.com
John
Smith
Import Tester

acme/hq, acme/building1




save
0382
sally.brown@example.com
Sally
Brown
Import Tester

acme/hq
1111



delete
9999











Determining Channel IDs

The bottom of the Import People page has a tool which you can use to look up Channel IDs for channels. Channel 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 Channel IDs rather than channel names since the names may change while Channel IDs are permanent.

First select the channels that you want to grant someone access to.  The Channel 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 Channel IDs column for the users that should have access to those channels.


If you would like to use your organization's own Work Location IDs, please contact support@share911.com.  We will map your Work Location IDs to the communication channels in Share911.

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 support@share911.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. 

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