Add, update or deactivate employees

Admin → Add employees takes a CSV file. One file can add new people, change the details of people already on Vantage Circle and deactivate people who have left. There’s no form for adding or editing one person at a time.

Only super admins can upload. Other admins can’t open the page.

Steps

1. Go to Admin → Add employees and select Download CSV template. The template is made for your company. Its sample row shows your company ID and your date format.
2. Add one row per employee. Don’t rename, add or remove columns.
3. Save it as a CSV file. Use a new file name each time, because a name you’ve already uploaded is turned down.
4. Drag the file into the upload area, or select it. A preview of the first rows appears, so you can check it’s the right file.
5. Select Upload employees.

You’ll see Upload received with “File uploaded. File will be processed in next 15 minutes.” The rows are processed in the background, and a large file can take longer than that.

If you leave the page after choosing a file but before uploading, you’re asked to confirm first.

The template’s columns

Most companies get these 17 columns. Some companies have a template with other columns, so always start from the one you download.

Column	What to enter
companyId	Leave the value from the sample row
emailId	Work email, on one of your company’s email domains. Required
employeeId	Your company’s employee ID
name	Full name. Required
department	Department name
gradeGroup	Grade or band
reportingManagerEmail, reportingManagerEmpid	The manager’s work email or employee ID
mobileNo, city, country	Phone number and location
dob, doj	Date of birth and date of joining, in the format of the sample row. That’s DD/MM/YYYY unless your company uses another format
gender	Gender
additionalInfo1, additionalInfo2	Extra details your company tracks
status	1 for active, 0 to deactivate. Required

Update someone’s details

Upload a row for them with the new details. People are matched by work email. Some companies are set up to match by employee ID instead. If yours is, you can change someone’s email this way too.

Deactivate someone who has left

Upload a row for them with 0 in status. Their account is deactivated when the file is processed.

Departments, grades and locations

These come from the file. There’s no separate screen for grades or locations.

If a row names a department that doesn’t match one of your active departments, a new department is created with that name. Capitals and spaces are ignored when matching, so “Customer Success” and “customer success” are the same department. To add approvers and contacts to a department, see Create, edit or deactivate a department.

Employees without a work email

Most companies match people by work email, so every row needs one. If some of your people don’t have a work email, ask your account manager about matching your company by employee ID instead. For how people sign in, see Sign in and get started.

If your employee data comes from your HR system

There’s no page in the admin dashboard to connect an HR system. If you’d like employee changes to come from your HR system instead of a CSV, contact your account manager.

What happens next

• New people are added and existing people are updated. People with 0 in status are deactivated.
• Whether new people get an account and a welcome email when the file is processed depends on how uploads are set up for your company. Ask your account manager if you’re not sure. You can change the wording in Edit the welcome email.
• To check who’s on Vantage Circle, see Download the Active Users Report.

If something goes wrong

“This CSV has no employee rows.” or “This CSV does not match the template.” The file is empty, or has no email column. Download the template again and copy your data into it.

“We couldn’t read this file.” Choose the file again. If it’s in a shared or synced folder, save a copy to your computer first.

“The selected file is already submitted for processing” A file with this name was uploaded before. Rename the file and upload it again.

“Error in processing file”, followed by a list of problems For most companies, one bad row stops the whole file, and nobody is added. Fix every row in the list and upload again. Common problems:

• “Not a valid domain for …”: the email isn’t on one of your company’s email domains.
• “Status must be 0 or 1. Received: empty”: fill in status.
• “Employee detail column number mismatch. Required: 17 Received: 16”: a row has more or fewer columns than the template.
• “CompanyId mismatch”: put back the companyId from the sample row.
• “Date of birth not in required format DD/MM/YYYY for …”: use the date format from the sample row.

“Some employees were not uploaded” Some companies are set up so the good rows go through. The message lists the rows that didn’t. Fix them and upload just those rows in a new file.

“Couldn’t download the CSV template” The message says “Your company details are not available. Sign in again and retry.” Sign out, sign in and try again.