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Spreadsheet Import - Optional Columns

Optional Columns

Employee ID

Unique employee identification number.

Aliases
Valid alternate header values
employeeid
employee_id
employee-id
employee id
employeenumber
employee_number
employee-number
employee number

Firstname

Given name.

Aliases
Valid alternate header values
first
first_name
first-name
first name
givenname
given_name
given-name
given name

Lastname

Surname/family name.

Aliases
Valid alternate header values
last
last_name
last-name
last name
surname
familyname
family_name
family-name
family name

Mobile

Mobile phone number. Used when sending text messages.

Aliases
Valid alternate header values
phone
phonenumber
phone_number
phone-number
phone number
mobile_number
mobile-number
mobile number

Title

Job title.

Aliases
Valid alternate header values
jobtitle
job_title
job-title
job title

Shift

Assigned work shift.

Aliases
Valid alternate header values
workshift
work_shift
work-shift
work shift

Manager IDs

Manager's employee identification numbers.

Aliases
Valid alternate header values
managerid
manager_id
manager-id
manager id
managerids
manager_ids
manager-ids
manager ids
manageremployeenumber
manager_employee_number
manager-employee-number
manager employee number
manageremployeenumbers
manager_employee_numbers
manager-employee-numbers
manager employee numbers
manageremployeeid
manager_employee_id
manager-employee-id
manager employee id
manageremployeeids
manager_employee_ids
manager-employee-ids
manager employee ids

Emergency Contact Name

Emergency contact's name.

Aliases
Valid alternate header values
contactname
contact_name
contact-name
contact name
emergency contact name
emergencycontactname
emergency-contact-name
emergency_contact_name

Emergency Contact Phone

Emergency contact's phone number.

Aliases
Valid alternate header values
contactphone
contact_phone
contact-phone
contact phone
emergencycontactphone
emergency_contact_phone
emergency-contact-phone
emergency contact phone

Emergency Contact Email

Emergency contact's email address.

Aliases
Valid alternate header values
contactemail
contact_email
contact-email
contact email
emergencycontactemail
emergency_contact_email
emergency-contact-email
emergency contact email

Permissions

Granted channel permissions.

Aliases
Valid alternate header values
permission
permissions
role
roles

An optional Permissions column can be included if you wish to set users' permissions during the upload. The Permissions column can have one of the following values per row:

Empty / Blank

Leaving the Permissions column empty, or not including the column at all, will leave the user with their current permissions unchanged. Newly created users will receive 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.

List of Permissions

Permissions that should be applied to every channel the user has access to.

For a description of the permissions available in Share911, please see the What are User Permissions help page.

Example

Granting permissions
Action
Emails
Channel IDs
Permissions
save
sally.brown@example.com
00000A, 00000B, 00000C
Liveview, Check-in

In this example, Sally would end up having Liveview and Check-in permission in each of her 3 channels.

Granting Permissions on Specific Channels

For more fine-grained control, use JSON format to specify permissions for specific channels.

Example

Using JSON format to specify permissions for specific channels
Action
Emails
Channel IDs
Permissions
save
sally.brown@example.com
00000A, 00000B, 00000C
{“00000A”: [“Liveview”, “Check-in”, “Manage Users”], “00000B”: [“Liveview”, “Check-in”, “Broadcast Alert”]}

In this example, Sally would end up having different permissions for each of her channels:

  • 00000A - Liveview, Check-in, and Manage Users
  • 00000B - Liveview, Check-in, and Broadcast Alert
  • 00000C - Channel's default permissions, if new, or retain her existing permissions if she was already a member of 00000C before the import.

User Groups

Aliases
Valid alternate header values
usergroup
user_group
user-group
user group
usergroups
user_groups
user-groups
user groups
departmentcode
department_code
department-code
department code
departmentid
department_id
department-id
department id
deptcode
dept_code
dept-code
dept code
deptid
dept_id
dept-id
dept id

An optional User Groups column can be included if you wish to set users' groups during the upload. The User Groups column can have one of the following values per row:

Empty / Blank

Leaving the User Groups column empty, or not including the column at all, will leave the user with their current User Groups unchanged.

DELETE

A value of "DELETE" in the User Groups column will remove the user from all user groups across all of their channels.

Example

Removing all User Groups
Action
Emails
Channel IDs
User Groups
save
sally.brown@example.com
00000A, 00000B, 00000C
DELETE

In this example, Sally would no longer be in any User Groups.

List of User Groups

The set of User Groups that the user should be a member of across all channels that the user has access to.

Example

User Groups by List
Action
Emails
Channel IDs
User Groups
save
sally.brown@example.com
00000A, 00000B, 00000C
SECURITY, MEDICAL

In this example, Sally would end up being a member of the SECURITY and MEDICAL user groups in each of her 3 channels.

Setting User Groups on Specific Channels

For more fine-grained control, use JSON format to specify User Groups for specific channels.

Example

Using JSON format to specify User Groups for specific channels
Action
Emails
Channel IDs
User Groups
save
sally.brown@example.com
00000A, 00000B, 00000C
{"00000A": ["ADMINISTRATION", "FACILITIES"], "00000B": ["MEDICAL"], "00000C": ["SECURITY"]}

In this example, Sally would end up having different user groups for each of her channels:

  • 00000A - ADMINISTRATION and FACILITIES
  • 00000B - MEDICAL
  • 00000C - SECURITY

Manually Managed Channels

Aliases
Valid alternate header values
manually managed channels
manually_managed_channels
manually-managed-channels
manually_managed
manually-managed
manually managed
manuallymanaged
manual_channels
manual-channels
manual channels
manualchannels
optionalshareids
optional_share_ids
optional-share-ids
optional share ids
optionalshareid
optional_share_id
optional-share-id
optional share id

List of channel IDs that are virtual and manually managed rather than corresponding to an actual physical building. Users who are members of the channels in this list will _not_ have their access removed, even if its Channel ID is missing from the Channel IDs column. This prevents the user from losing access when the employee data comes from a central HR system which does not have the virtual channel in its database.

Users who do not already have access to channels in the Manually Managed Channels column are not affected.

Example

Ensuring an admin keeps access to the Emergency Management channel
Action
Emails
Channel IDs
Manually Managed Channels
save
admin@example.com
acme/hq, acme/la, acme/nyc
acme/emergency

In this example, if we didn't include 'acme/emergency' in the Manually Managed Channels column, our Admin would end up with access to only the 'acme/hq', 'acme/la', and 'acme/nyc' channels. Including it ensures that Admin keeps access to 'acme/emergency' as well.

Users who do not already have access to 'acme/emergency' would not be affected.

Example

Pre-import state:

Pre-import state
Email
Channel Access
security.team@example.com
orange/high, orange/middle, orange/elementary, orange/safety, orange/reunify
nurse.middle@example.com
orange/high, orange/reunify

Import file contents:

Ensuring access to Safety and Reunify channels
Action
Emails
Channel IDs
Manually Managed Channels
save
security.team@example.com
orange/high, orange/middle, orange/elementary
orange/safety, orange/reunify
save
nurse.middle@example.com
orange/middle
orange/safety, orange/reunify
save
new.teacher@example.com
orange/high
orange/safety, orange/reunify

Post-import state:

Post-import state
Email
Channel Access
security.team@example.com
orange/high, orange/middle, orange/elementary, orange/safety, orange/reunify
nurse.middle@example.com
orange/middle, orange/reunify
new.teacher@example.com
orange/high

Another example of ensuring access is persisted. The Security Team already had access to both the Safety and the Reunify channels. The Middle School Nurse is part of the reunification team so he/she needs to keep access to the Reunify channel. The New Teacher did not have any prior access so only the channel in the Channel IDs column was added on the new account.

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