- 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?
Note: Training modules and records can only be added new or updated (with information such as updated training dates or expiry dates) using the bulk importer updater. Training records or modules can not be deleted using this tool.
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 individually, or to bulk import or update them by clicking Add or manage via file.
4. To bulk 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 and save the file on your computer. When you are ready to upload the updated file then click Continue to upload.
5. To update your existing training modules in bulk click on Update training modules and click Download to download your existing training module information in a spreadsheet. Enter your training module information into the spreadsheet and save the file on your computer. When you are ready to upload the updated file to Deputy click Continue to upload.
6. Click on Upload file and select your CSV file from your computer to upload.
7. Here you will see the names of columns in your CSV and template file. Most of the columns will be automatically matched to destination fields. Please ensure columns are correctly matched for a successful import.
To help you to 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.
8. You will now see a count of how many of your records are Valid and ready to import and how many have errors in the Invalid tab.
Click on the Invalid tab to display all records with errors. You will see the fields coloured red if they have an error. You can find out more information about the expected format of the field with the error by hovering your mouse over the column names or you can click on the highlighted field to learn more about errors. You can use the Filter to review which fields are invalid and you have the choice to correct the errors in the original CSV file and upload or simply fix the errors now. If you have many data errors it may be faster to correct them in the original file and re load the file, but it is also possible to correct them in Deputy as shown below.
9. Once you have corrected all errors in your data click on Submit and all valid data will be imported.
You will be able to see the progress of the import.
Note: you can close this screen and complete other tasks in Deputy while the data is updated in the background.
On successful import, you will see a Job Complete message. Click on Close.
If any records are rejected, you will have the option to review those records, correct any fields and import those records again.
If you have no further records to import click on the cross at the top right of the pop up.
and then click Yes, Exit.
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.
3. You will now be able to upload your CSV by clicking Upload file.
4. Here you will see the names of columns in your CSV and template file. Most of the columns will be automatically matched to destination fields. Please ensure columns are correctly matched for a successful import.
To help you to 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.
5. You will now see a count of how many of your records are Valid and ready to import and how many have errors in the Invalid tab.
Click on the Invalid tab to display all records with errors. You will see the fields coloured red if they have an error. You can use the Filter to review which fields are invalid and you have the choice to correct the errors in the original CSV file and upload or simply fix the errors now. If you have many data errors it may be faster to correct them in the original file and re load the file, but it is also possible to correct them in Deputy as shown below.
6. Once you have resolved or discarded all errors in your data, click on Submit and all valid data will be imported.
You will be able to see the progress of the import.
Note: you can close this screen and complete other tasks in Deputy while the data is updated in the background.
7. On successful import, you will get a success screen. Clicking on Close finishes the import workflow and will return you to the People page where your newly imported team members 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.