- Before you begin
-
What data fields can be imported?
- How do I bulk import or bulk update training module data?
- How do I bulk import or update training records?
- Export existing training records to a spreadsheet
- View import history
- Sample CSV template
Before you begin
Read Getting started with bulk import or update using data from a CSV file.
Before you can bulk import or bulk update information in your Deputy account please ensure you have the access level permission of a System Administrator or Location Manager.
Note: Location Managers can only bulk import and update team members for the locations that they manage.
You will also need a spreadsheet prepared with your data in it and saved as a CSV file. You can either:
- create the spreadsheet dataset you need with our CSV sample template or
- export your existing Deputy data as a CSV file and edit or add to that data in the spreadsheet before re-importing it back into Deputy.
What data fields can be imported?
Please find below a list of fields and respective validations for each data set you can bulk import:
Training Record
| Field | Example | Mandatory | Validations |
| "jackjohnson@email.com" | Yes. It is used to match employee, whom training is assigned. | ||
| Training Module | "RSA" | Yes. | Training module must be a valid one for your business. |
| Training Date | "2022-01-01" | Yes | Must be in format shown in example |
| Expiry Date | "2023-01-01" | No | Must be in format shown in example |
| Additional Info | "Took this training offsite" | No |
Training Module
| Field | Example | Mandatory | Validations |
| Title | "RSA" | Yes | It is used to match training module for updates. |
| Comment | "This is latest update" | No | |
| Location | "Location 1" | Yes, only if area is imported | Location must be valid for your business. |
| Area | "Area 1" | No | Area must be valid for your business and associated with location specified. |
Note: training modules will be assigned to Location and Areas specified. If none are specified, a training module will be created, without assigning it to any Location or Area.
How do I bulk import or bulk update training module data?
Training modules are the types of training your team undertakes. To update the training modules available in your account:
1. On the People page, click Add People then select Bulk import and update.
2. Click on Assign training, then click on the i icon next to Edit your file, then Manage training modules.
3. You can add or edit training modules here manually or to bulk import or update them click Add or manage via file.
4. To add new training modules from a file, click on Add training modules and click Download to download a sample template. Enter your training module information into the spreadsheet then click Continue to upload.
5. To update your existing training modules in bulk click on Updatetraining modules and click Download to download your existing training module information in a spreadsheet. Enter your training module information into the spreadsheet then click Continue to upload.
6. Click on Select file and select your CSV file from your computer to upload.
7. For the uploaded file, confirm Deputy has identified the row containing your column headers correctly by clicking Continue.
8. You will be asked to change or confirm column names.
Here you will see the names of columns in your CSV and template file. Most of the columns will be automatically matched. Please ensure columns are correctly matched for a successful import.
To help you correctly match columns, you will see a few data points for columns. To view column data, simply hover over column names.
Once you are happy that the columns match correctly, click Continue.
9. On the Review and finalize screen, you will see a count of how many of your records are valid and ready to import and how many have errors. If you wish, you can start to import the valid records by clicking on Import X records on the bottom right. Or you may choose to correct the records with errors first.
10. Click on the Error tab to display all records with errors. You will see the fields coloured red if they have an error.
At this point, you can choose:
- to correct all errors in this review and finalise screen by manually updating all fields to ensure there are no errors
- correct the errors in the original CSV file and start the import process again
- import only valid records (the system will only count valid records and only allow valid records to be imported)
11. Once you have resolved or discarded all errors in your data, all valid data will be imported.
On successful import, you will a success screen. Clicking on Continue finishes the import workflow and will return you to the People page where your newly updated training records will appear.
If any records are rejected, you will have an option to review those records, correct any fields and import those records again.
How do I bulk import or update training records?
Before you begin
To bulk add or edit existing training records you will also need a spreadsheet prepared with your training record data and saved as a CSV file. You can either:
- create the training record spreadsheet dataset from our CSV sample templates or
- export your existing Deputy training record data as a CSV file and edit or add to the existing data in the spreadsheet before saving the CSV file again and re-importing it back into Deputy.
Note: if you are adding or updating a team member's training record then that team member must have their email address recorded in Deputy as we use their email address as the unique identifier to match the training records in the data sets for each employee.
Bulk import or update training records
1. On the People page, click Add People then select Bulk import and update.
2. Click Assign training then Download to download your existing training assignment information. Update the required changes in your spreadsheet then save and click Continue to upload.
2. You will now be able to upload your CSV by clicking Select file.
3. For the uploaded file, confirm Deputy has identified the row containing your column headers correctly by clicking Continue.
4. You will be asked to change or confirm column names.
Here you will see names of columns in your CSV and template file. Most of columns will be automatically matched. Please ensure columns are correctly matched for a successful import.
To help you to correctly match columns, you will see few data points for columns. To view column data, simply hover over column names.
Once you are happy that the columns match correctly, click Continue.
5. On the Review and finalize screen, you will see a count of how many of your records are valid and ready to import and how many have errors. If you wish, you can start to import the valid records by clicking on Import X records on the bottom right. Or you may choose to correct the records with errors first.
6. Click on the Error tab to display all records with errors. You will see the fields coloured red if they have an error. In the example below, there is an error because there is no email address associated with the training record.
At this point, you can choose:
- to correct all errors in this review and finalise screen by manually updating all fields to ensure there are no errors
- correct the errors in the original CSV file and start the import process again
- import only valid records (the system will only count valid records and only allow valid records to be imported)
7. Once you have resolved or discarded all errors in your data, all valid data will be imported.
You will be able to see the progress of the import.
8. On successful import, you will a success screen. Clicking on Continue finishes the import workflow and will return you to the People page where your newly updated training records will appear.
If any records are rejected, you will have the option to review those records, correct any fields and import those records again.
Export existing training records to a spreadsheet
1. On the People page, click Add People then select Bulk import and update.
2. Click on Assign training and Download.
The CSV file will be downloaded to your computer.
View import history
You can view a history of the previous import for training by going into the People page and clicking Add People then selecting Bulk import and update.
1. Click View import history
2. You can see a log of the imports that have occurred.
Note: clicking Download will export all data that was finally imported. This may not necessarily be data that was initially prepared in the original CSV. If any data was changed or errors were corrected during the import process they will be included in the file you download.