Adding Employees in the Administration Console
Before adding Employees to the system, it is highly recommended that you review the list of steps needed to set up your account on https://safegroup.atlassian.net/wiki/spaces/SHSM. Adding Employees should be one of the last steps in this short process. This ensures that when your Employees download the app, the settings, health questionnaire, and assets such as logos are already in place.
Administrators can add employees one at a time in the administrative console located on the website or via a bulk upload with a CSV file. The required information for each employee includes:
The permission level that will be assigned to the employee (are they a regular employee, or will they also be a HealthChecker to confirm the status of other employees?);
The email address of the employee;
Their first and last name.
Once the employee account is successfully created, a welcome email with the app login details will be sent to the employee.
Step One: Navigate to the People Section, and click “NEW USER”
Step Two: Select Role and Enter Email Address
Select the member role (Use “MEMBER” for an Employee; see Roles and Authorization for details on other roles).
Step Three: Enter User Information
(Fields shown in red are required)
When information is entered, click the Submit button, which will only be enabled if all required fields are entered and there are no errors on the form.
Note: You cannot change the email address once it is entered, since this is the User ID for login.
Step Four: Review Information
If you wish to change any information, click in the field to be modified, change the information, and click outside of the field. You should receive a message that the field was updated.
Bulk User Creation In Admin Console
Administrators are able to upload a CSV file to do a bulk upload of users. The required information is the same as above:
The permission level that will be assigned to the employee;
The email of the employee;
First and last name.
A CSV template is available in the administrative section to ensure that the users are formatted correctly when uploading.
Step One: Navigate to People → Import Users
Step Two: Download the template
Step Three: Open the CSV file, and import your users
In the CSV file, note that there are “required” and “optional” fields. Please make sure that each Employee has the “required” fields filled in at a minimum. The Employee can update the optional fields later via the app downloaded to their device.
Make sure to save the file as a “.csv” file for proper import (do not save it as a .xls file or some other format type).
Step Four: Upload CSV file
You can browse for the CSV file either with the “BROWSE” button, or you can drag the CSV file into your browser to upload.
Step Five: Import CSV file
You will see the uploaded CSV file, ready to import.
Step Six: Click Submit
Step Seven: Processing Employees
The system needs to do some checking, processing, and refining of the records as they are imported. This may take some time depending on how many employees you are importing. There is a page that will show progress during the import process.
If the system catches any errors, you will be notified on the page at the bottom: “Please fix the error shown and then re-import a new CSV file.” If you prefer to perform other tasks, you can navigate away from this page and check in on the progress via the Notifications bell in the upper right side of the page.
Step Eight: Complete!
Congratulations! Your employee records have been successfully imported. These users will receive a welcome email with URL, login, and password credentials.