Freshteam allows you to easily update specific fields for your existing employees by using the bulk update mode. Let’s see how this works.
From the left menu in the Dashboard, click on the Settings option.
Go to Employee Information System > Bulk Import Employee Data section and then click on the CSV File option.
From the slider window that appears, choose the Import type as Update Existing employees.
Choose the update type based on the employee fields that you want to update using the bulk mode. In case you want to update multiple fields, choose the first option - Employee Profile (All Single Fields)
For the Employee Profile (All Single Fields) option, choose one of the update modes from the following. Read the hints (?) to know more about each option.
Update only non-empty data from the CSV file into the employee profile.
Replace all existing data
Fill only missing data in the employee profile.
Download the Sample CSV file to get a sample spreadsheet with the right data format.
Fill in the updated Employee data in the downloaded CSV.
After filling in the spreadsheet, upload the same by clicking on the click here to upload .csv option.
NOTE: Freshteam currently supports only .csv format files for updating employees in bulk. In case you try to upload a file in any other format, you would see an error message highlighting the same.
Once the CSV file is uploaded successfully, click on the Continue button at the top-right corner.
You would be taken to a window to map CSV file columns to Freshteam fields. The system reads the first (header) row from the CSV file and extracts the column names list on the left side of the mapping window. Sample data extracted from the second row is also shown to make things more intuitive to the user.
You can map the column data to Freshteam fields by selecting the correct fields from the drop-down menus on the right side of the mapping.
NOTE: You can also select a date format for date-based fields by clicking on the Format of the date in the CSV option.
Once you map the mandatory fields (First name, Last name, email, or any other fields marked as mandatory in your account) you can click on the Map Fields button to start the import process.
Freshteam will now check the file row-by-row for errors if any.
NOTE: You cannot create a new employee in the Bulk update flow and only modify the fields for existing employees. Hence, if you add a row with employee details where his/her email does not already exist in the system, you would see an error called ‘Official Email is not present at this stage.
You can either skip updating the rows with errors and proceed further by clicking on Process Passed Records OR you can Download the Error records as a CSV file, fix the errors, and Restart import.
Once you reupload the CSV file after fixing the errors, the system would automatically update the attributes for the respective employees.
NOTE: Any error in the import will be mailed as a report to the admin's mail to take further actions.