Import organization

Depending on the size of your organization, it can take a long time to manually create CompetencyCore accounts for your employees and set up the reporting hierarchy. The Organization Importer allows you to import this data directly from an HRIS or Excel spreadsheet. You can choose which column in your import file is used to populate each of the account fields in CompetencyCore. This option is a great time-saver when you're setting up your site or making updates to contact details and reporting relationships.

In this article: 

• Completing an org import
• How positions are mapped to job titles
• Mapping column headers to CompetencyCore fields
• List of potential errors
• Reviewing the import
• Managing imported users

Completing an org import 

Step 1. Select a file

1. Click the gear icon  on the top right of your screen.
2. Expand Organization in the Administration menu and click Users.
3. Click Add Users on the top right of the page and select Organization Import.
4. Click Select File and select a CSV file to import.
5. Check the number of users identified and click Continue.

Warning: For each import, make sure the file includes ALL active users in your organization. Users not included in a subsequent import are unassigned from their position.

Step 2. Map fields to column headers

Select a column header to map to each required field. Check out How positions are mapped to job titles to learn more about associating users to jobs. For more detail on each field, refer to the Mapping table.

Step 3. Review errors

Refer to the list of potential errors for more information. Click View errors to download a text file identifying empty or duplicate rows. Correct any errors and re-upload.

Step 4. Select options

• Disable users not included in this import: Users with permission to Manage Accounts are not disabled so you can't be locked out of your account.
• Send activation emails to new users: They receive an email with their username and a link to set their password. You can also send activation emails after the import.

Note: The administrator cannot set passwords manually through the import.

Step 5. Import

Click Import. You'll receive an email once the import is complete. The time it takes to complete depends on the file size. For example, an import of 200 users takes between 5 and 20 minutes.

Tip: New users are imported as disabled. To view imported users, click Filters and select Disabled. Then select today's date in both of the Users added between filters.

How positions are mapped to job titles

In CompetencyCore, we use positions to link users to jobs. Typically, each employee fills one position. If multiple employees are performing the same role, we create a position for each and associate all of those positions to one job. Positions are auto-created for each employee and linked to the corresponding job in your site through the import process. There are two options for how these associations are made.

Option 1: Match position names to jobs (default)

We use the position name to find a matching job. This means that your position names need to be an exact match to your job titles in CompetencyCore.

• Keep in mind that the org import is case sensitive.
• Double check that the spelling is correct.
• Don't leave trailing spaces. 
• Don't treat "and" and "&" as the same.

Note: Jobs are never auto-created. The positions that are auto-created through the org import are only associated to a job if a match already exists in your CompetencyCore site.

Option 2: Map job titles to jobs

To create unique position names, include a separate "Job Title" column in your file. Positions will be associated to the job identified in this column. Job titles need to be an exact match to jobs in CompetencyCore, but positions can be named whatever you'd like. For example, our three HR managers can now be identified by their location, but all three will still be mapped to the HR Manager job.

To add a separate column for job titles

1. Click the gear icon  on the top right of your screen.
2. Click Settings in the Administration menu.
3. Click Site under General Settings in the side menu.
4. Turn on the Include job titles setting and click Save.

Mapping column headers to CompetencyCore fields

Field	Required/Optional	Subsequent Imports
First name	Required	Will be updated
Last name	Required	Will be updated
Username	Required. Each entry in this column needs to be unique.	Cannot be updated
Email	Required. Each entry in this column needs to be unique.	Cannot be updated
Employee ID	Only required if it's used to identify managers. Each entry in this column needs to be unique.	Will be updated
Manager ID	Required. Some rows can be left blank because users like the CEO might not have a manager.	If the position is changed, the user is unassigned from their current position.
Position	Required	If the position is changed, the user is unassigned from their current position and assigned to the new position.
Job Title	Required if the Include job titles setting is turned on.	If the job title is changed, the associated position is removed from the current job and associated to the new job.
Country	Optional	Will be updated
City	Optional	Will be updated
Hire date	Optional	Will be updated. If the field is left blank, the original value is not overwritten.
Hire date format	Required if you're importing the hire date. Select the format of dates in your file. All dates will be formatted as YYYY-MM-DD once imported into CompetencyCore.
Department	Optional	If the field is changed, the position is removed from their current department and added to the new department. If the field is left blank, the position is removed from all departments.
User group	Optional	If the field is changed, the user is removed from their current group and added to the new group. If the field is left blank, the user is removed from all groups.

Info: A user can be added to multiple departments and user groups directly in CompetencyCore, but can only be added to one department and user group through the org import.

List of potential errors

Error	Description
Wrong format or size	Make sure the file is saved as a CSV that's no larger than 5Mb.
No column headers	Make sure the file includes column headers so they can be mapped to CompetencyCore fields.
Missing required fields	All required fields need to be mapped to a column.
Column mapped to multiple fields	Make sure that each column is only mapped to one field. The exception is username and email, which can be mapped to the same column.
Duplicate fields	Make sure there are no duplicate usernames, email addresses, or employee IDs in your file.
Empty fields	Make sure there are no empty fields in columns mapped to a required field.
Countries not identified	Make sure country names or codes match our list in CompetencyCore (see full list). If you proceed without fixing this error, the country field is left blank.
Mismatch error	The import cannot proceed if there are commas in your file that are not used as field separators. This is a rare case that only occurs if commas are added in a text editor.

Reviewing the import

Click the link in your email to open the Import Log and review the import details. You'll be provided with the number of new users, positions, departments, and teams that were auto-created as part of the import. The number of new associations created between users, positions, and jobs is also recorded so you're aware of exactly how your import file was processed in CompetencyCore.

To view the import log

1. Click the gear icon  on the top right of your screen.
2. Expand Organization in the Administration menu and select Users.
3. Click the 3-dot icon on the top right of the page and select Import Logs.
4. Click the import date to open a summary of imported users and associations.
5. Point to an import and click the 3-dot icon on the right side of the page.
   • View Import Data: Downloads a CSV file of the imported data.
   • View Processing Log: Downloads a text file of the import processing details.

Managing imported users

A user's account is enabled automatically once they set their password. If you didn't send out activation emails through the import, follow the steps below to send emails from the Users table.

To send activation emails

1. Click the gear icon  on the top right of your screen.
2. Expand Organization in the Administration menu and select Users.
3. Click Filters on the top right of the page and select Disabled.
4. Select the users to send the email to.
5. Click Actions and select Send Password Link. Click OK to confirm.

Tip: Check out the Can I set passwords for users? article if you'd like to set passwords instead.