How to upload and edit your employee list

Your Employee List is the foundation of everything in EngageRocket , it determines who receives surveys, which unit they belong to, and what demographic data is available for filtering your dashboard results. This article explains how to upload your employee list for the first time and how to keep it updated.

💡 Before you begin: Your Organisational Chart must be uploaded before your Employee List. Each employee needs to be assigned to a unit, and the units must exist in the system first. If you have not uploaded your org chart yet, see Article 01 first.

Uploading your employee list for the first time

1. Click on the 'Employees' tab on the top navigation bar.
2. Select 'Employee List' from the left-hand panel.
3. Click the 'Import' button at the top right of the Employee List page.
4. Download the template: click 'Download Template' to get a blank copy. Always use the latest template from the platform, do not reuse older versions as column headers may have changed. Fill in the template carefully. Here is what you need to know:
   1. Columns A to G are mandatory system columns, do not modify the headings or delete these columns, even if certain fields are not in use for your organisation.
   2. Full Name and Email Address (or Unique Employee ID) are required for every entry, these cannot be left blank.
   3. Date fields such as Start Date must follow the format DD/MM/YYYY exactly. The system will automatically calculate tenure based on the start date.
   4. You can add custom demographic attributes in additional columns after Column G, for example, Job Family, Job Grade, or other organisation-specific fields. These will be available as filters on your dashboard.
   5. Start Date is required to calculate employee tenure and for employees who will be included in Milestone surveys.
5. Save the completed file in .xlsx format.
6. Upload the file by dragging and dropping it onto the import page, or click to browse and select it manually.
7. Review the validation report. Fix any errors flagged and re-upload if needed.

Updating your employee list after the initial upload

Once your list is uploaded, you have two options for keeping it up to date. Choose the right one based on your situation.

Merge List, recommended for most updates

Use Merge List when you want to add new employees or update existing employee details without removing anyone from the current list. This is the safest option for routine updates.

1. Download a fresh template or export your current employee list from the platform.
2. Edit the file , add new employees, or update attributes for existing ones.
3. Upload the file using the 'Merge List' function. New employees will be added, existing records will be updated, and no one will be removed.

Replace Entire List, use with caution

Use Replace Entire List only when you have a completely new employee dataset that should replace all existing records. This option will remove every employee not included in the new file.

1. Prepare a complete and final employee list that includes every employee who should remain in the system.
2. Upload using the 'Replace Entire List' function.

⚠️ Warning: Replace Entire List will permanently delete all employees not included in your upload file. Any historical survey data linked to removed employees will be affected. Use this option only when absolutely necessary and always double-check your file before uploading.

Adding or editing a single employee

1. To add one employee manually: go to the Employee List, click 'Add Employee', fill in their details in the slide-out panel, and click 'Save changes'.
2. To edit an existing employee: find them in the Employee List, click on their name to open their profile, update their details, and click 'Save changes'.

Something not working?

• Upload fails with 'Unit Code not found' error:  The unit assigned to an employee in your file does not match any unit in your Organisational Chart. Check for spelling differences, extra spaces, or capitalisation mismatches between the two files.
• Duplicate email error:  Each employee must have a unique email address. Check for duplicate rows or employees listed twice with slightly different email formats.
• I used Replace Entire List by mistake and lost employee data: Contact our support team immediately. Do not make any further changes. Data recovery may be possible depending on how recently the upload occurred.
• Tenure is not calculating correctly:   Check that the Start Date is entered in DD/MM/YYYY format exactly. Excel may auto-reformat dates , verify the cell format after entering the data.

Still Need Help?

If you are having trouble uploading or updating your employee list, Reach out to us at support@engagerocket.co and we'll be happy to assist!