Add and Import Employees

Managing your team's details effectively is crucial for seamless operations and communications. Whether you have a large workforce or a small team, our platform makes it easy to add new employees, update their information, and generate email signatures for them. In this topic, we describe the various methods of adding employees to your account.

!note!This topic is applicable to WiseStamp for Teams users only.!/note!

The first step in creating an email signature for your entire team is to enter the information for your employees, which is then used in the signature creation process.

WiseStamp offers three ways to add employees:

• Synchronizing your Google Workspace or Azure Active Directory: Import the information for all your employees, as well as manage your employee list from your Google Workspace or Azure Active Directory.
• Bulk upload with CSV:  Add information for multiple employees simultaneously.
• Add a single employee manually: Add information for a single employee to the system.

Import employees using the Sync method

WiseStamp automatically identifies Google or Outlook365 domains and offers the option to integrate your account with Google Workspace or the Azure Active Directory. Once integrated you can perform the following tasks:

• Import your employee information to WiseStamp
• Synchronize between the WiseStamp employee information and your employee information as it appears in the Directory
• Automatically add new employees or delete employees who are no longer part of your organization
• Deploy your employee signatures into their emails. 

When the Sync feature is enabled, information from the directory (such as department, title, phone number, etc.) is synchronized to the relevant fields in WiseStamp. You can select which fields are synchronized from your directory to WiseStamp, and which fields will override existing employee information. To set and control the synchronizing setting, see Synchronizing options and settings.

To import employee information from your Google Workspace

To import your employee information from Google Workspace you need to integrate WiseStamp with your Google Directory. 

Follow the instructions described in Google Workspace Integration.

Import employees from Outlook - Azure Active Directory

To import your employee information from Outlook Account you need to integrate WiseStamp with your Azure Active Directory. 

Follow the instructions described in Outlook 365 Domains Integration.

CSV bulk upload

Bulk upload allows you to manage information for multiple employees simultaneously. Using a CSV file to upload, allows you to easily and efficiently add employees and update information in bulk.

Creating a CSV file

The recommended method to create a new CSV file is to export your current Employee list from WiseStamp and then make updates directly in that file. 

To make the CSV file:

1. On the navigation panel, click Employees and click Export data.
2. Open the exported CSV file and make the relevant changes. You can add employees and update details.

Important Guidelines

• Column Headers: The first row contains the column names and must not be altered.
• Email column: The email column is mandatory and must include valid email addresses in the correct format.
• New columns: You cannot add new columns in the CSV file. To add new fields, first create new employee fields in the WiseStamp app, then export a new CSV file to update.
• Delete columns: You may delete columns from the CSV file, except for the email column. Deleting columns does not delete employee information. 
• Delete rows: You may delete rows from the CSV file. However, this does not delete employees from the Employee list. To remove employees, you must do it from the WiseStamp app.
• URL Validation: Verify that all URLs are accurate and functional by testing them before uploading.
• File Format: When you finish working on the CSV sheet, ensure that you save the file as .csv (not .xls or .xlsx). 

To import employees using a CSV file:

1. Prepare and save the CSV file as described above.
2. On the Employees page, click Add employees and then click Upload for bulk uploading from a CSV file. The Import CSV popup opens.
3. From the Import CSV popup, click Choose CSV.
4. Select the CSV file that you worked on and click Open. The file name is displayed at the bottom of the Import CSV popup.
5. Click Next. The CSV file undergoes an automatic validation process. When the validation process is complete, a summary is displayed. If validation fails, the issues are described in the Errors column so you can correct the file and start the import process again.
6. If you want the content in the file to replace existing information (in the event that the data does not match), select In case of conflict, overwrite data of existing employees.

!note!If you select “In case of conflict, overwrite data of existing employees”, empty values in the CSV file will delete the corresponding data in WiseStamp. However, deleted rows or columns in the CSV file will not delete employee information.!/note!

7. Click Import. During this process, a notification appears at the bottom-left of your page indicating the progress of the process. When the data is finished importing, a confirmation message appears.

!note!In the Bulk upload method, Email is a mandatory field. All other fields are optional and can be filled out later either by the account administrator or by the employees themselves (once they receive an invitation email).!/note!

!note!For integrated accounts, note that any changes made through a CSV file may be overwritten during the next synchronization with the integrated system. !/note!

Adding a single employee

1. On the main navigation panel, click Employees.
2. In the Employees page, click Add employee.
3. Choose Add manually.
4. Complete entering the employee information (please note that Email and Name are mandatory fields).
5. Click Add employee.

Troubleshooting

The following are some of the issues that may occur: