Importing your People & Teams data

Importing your People & Teams data


During onboarding, our team will guide you through the initial setup of your team structure in Teamgage. We'll create your organisational hierarchy and the teams that make up each level/department/group. Whether you're 50 people or 5000 people we'll recommend a structure that matches your organisation hierarchy, makes sense to your leaders, and is easy to maintain.

There are 3 simple steps
  1. Add your People & Teams info into the data template (the template, attached at the bottom of this page)
  2. Upload the template in the Teamgage Portal
  3. Teamgage will create your structure
We've added a little detail for each of these steps below.

How to access the People & Teams data template

You'll find a copy of the template attached to this article.

Important notes
  1. The template has example data, make sure you delete this before adding in your own.
  2. Don't change the column titles.
  3. You can save the file name anything you want.
  4. Every person uploaded must have a unique email address.
  5. On upload, Teamgage will automatically validate the template and data. If there's any issues, we'll let you know.

Understanding the Template 

The template is a spreadsheet file made of two tabs:
  1. Teams: All of your teams in the Teamgage (Eg. a group that has a Results Dashboard in Teamgage)
  2. Users: All of your users in Teamgage (this include Team members that submit, team leaders, and Admins)

Understanding the Teams tab

 TeamName

This is the name of the team, as well as where this team fits in your organisation heirarchy.

Example:
Entire Organisation > Customer > Sales & Marketing

This is the Sales & Marketing team, which sits under the department Customer.
 ReportViewAccess
This is the email(s) of all the managers that have access to the Results for this team. 

If there is more than 1 manager their email addresses will be separated by a | symbol (eg the pipe or vertical line).

Example:
 TeamgageTeamID
This is the unique ID inside the Teamgage system for this specific team.

When your creating a new team, this will be blank. Teamgage will create & assign the team's ID.

If the team already exists, you will need to provide an ID in the file you upload so Teamgage can match the team(s). 
Use the Teams & User export to get all of your existing TeamIDs.
 AlternativeTeamID (Optional)
This is an optional field you can choose to assign to a Team on creation and/or during updated.

Ideally, this is an ID that already exists in the context of your organisation and can be used to unique identify a particular team. 

When AlternativeTeamID  has been provided, Teamgage will match teams based on AlternativeTeamID  rather than TeamgageTeamID.

Understanding the Users tab


FirstName
The team members first name
LastName
The team members surname 
Email
The team members email address - there is the email address user for logging into Teamgage and where all Teamgage notifications will be sent.
TeamName
This is the name of the team(s) that this user is a member if. It will also outline where this team fits in your organisation hierarchy.

This will be need to exactly match the TeamName from the Teams tab in this same spreadsheet.

If the user is in more than 1 team, the teams will be separated by a | symbol (eg the horizontal or vertical line).

Eg.
Entire Organisation > Customer > Sales & Marketing |
Entire Organisation > Department Heads
 Mobile (Optional)
 Add a mobile number so users can receive Teamgage notifications as an SMS - rather than email and/or MS Teams. 

Speak to your Teamgage Admin to check whether your organisation is using SMS.
 TimeZone (Optional)
You can specify a user's individual timezone to ensure they receive notifications at a time that makes sense to them.

By default, users inherit the timezone of your Teamgage account.
DemograhicTags (Optional)
These are the Demographic Tags applied to this specific user. (Learn More

If there is more than 1 Demographic Tag, separate the tags with a | symbol (eg the pipe or vertical line).
AlternativeUserID (Optional)
This is an optional field you can choose to assign to a User on creation and/or during updated.

Ideally, this is an ID that already exists in the context of your organisation and can be used to unique identify a particular User (Eg. like their Employee ID). 

When AlternativeUserID has been provided, Teamgage will match users based on AlternativeUserID  rather than their email.
TeamgageID
This is the unique ID inside the Teamgage system for this specific user.

When creating a new user, this will be blank. Teamgage will create & assign the user's ID.

If the user already exists, you will need to provide the ID in the file you upload, so Teamgage can match the user(s). Use the Teams & User export to get all of your existing user's TeamgageIDs.

How to upload the file?

Once your added your people & teams data into the template, simply upload it in the Teamgage Portal. We take data privacy & security very seriously - we'll never share this data over email. Learn how to securely upload data in Portal here.

Updating your people & teams data overtime

Overtime, you'll need to make changes to the team structure & people data in Teamgage. This happens as people join your organisation, leave your organisation, or simply move teams. You can make those changes with:
  1. The User Management section portal, or
  2. By uploading bulk changes with the Using the Simple People & Teams template import
If you have any questions about using the template contact your Teamgage Customer Success Manager or support@teamgage.com 

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