How to Bulk Upload Employees

The Bulk Upload Employee feature in Transpomate allows administrators to upload multiple employees at once using a CSV file, rather than manually adding them one by one. This feature is designed to improve efficiency and reduce errors when onboarding a large number of employees.

📌 Limitations: The admin can upload a maximum of 1000 employees in one CSV file.

1.1: Steps to Upload Employees

Step 1: Accessing the Upload Section

Upload Employees Sidebar Icon

An admin can navigate to the Upload Employees page by the sidebar icon highlighted on the image.

Upon hovering over the icon, a tool-tip will be displayed to the admin as Upload Employees.

Step 2: Downloading the Sample File

Click on the Upload Employee button.
A pop-up window will appear with an option to Download Sample File Format.
Click Download Sample File Format to get a pre-formatted CSV template.
The template includes the following mandatory columns:

📌 Important:

Department & Cost Center must already exist in the system before uploading employee data.
Must include the ID's of the Department and Cost Center's.

Step 3: Uploading the Employee CSV File

Click Upload Employee Data
A pop-up will appear with options to:
1. Drag and drop the CSV file.
2. Choose a file from the device.
Navigate back to the Download Sample File Format section
Once the file is uploaded, a loader icon will appear until it is saved in the system.

If the uploaded file is not a CSV file, an error toast “Invalid file format” will be displayed.
If the upload is successful, the No. of Employees Uploaded and Status fields will update accordingly.
If the upload fails, the Info (‘i’) icon in the Actions column on the View Upload Employees page becomes enabled, allowing the admin to review errors.
The admin can re-upload the file after fixing the errors mentioned.

1.2: Employee Invitation & Role Assignment

Invitation Process

Once an employee record is successfully uploaded, they will receive:
- An invitation email sent to their registered email address if added by the admin.
- An SMS containing the invitation link sent to their registered mobile number.
Employees must use this invitation link to log into Transpomate and access the application.

Default Role Assignment

All newly added employees are automatically assigned the Generic User role.
This grants them access to create passenger and/or delivery requests, depending on the service modes configured by the company admin (Learn more about company configuration).
If an employee is assigned additional roles, they will see additional sidebar options upon logging in, based on their permissions.

📌 User Activation: Not all employees added to the system can immediately access Transpomate. They must log in using the invitation link to become an active user (Learn more about user management). Once activated, employees can access the system based on their assigned roles.

1.3: Best Practices:

Double-check that the Employee ID, First Name, Last Name, and Mobile Number are correctly entered.
Ensure the Email Address is valid and includes the correct tenant domain.
Maintain uniform capitalization for names (e.g., "John Doe" instead of "john doe").
Ensure the Mobile Number and Email Address are up-to-date, as they will receive the invitation email and SMS for accessing Transpomate.

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