Using our Template to Build Your Organisation in Teamgage

Using our Template to Build Your Organisation in Teamgage

Who Is This For?

Organisations with fewer than 200 employees.

Overview

If your organisation has fewer than 200 employees, we recommend using our template to upload your people data and team hierarchy into Teamgage. This approach is simple, secure and ensures your structure is set up correctly from the start.

Steps

  1. Download the Template (located at the bottom of this page)
  2. Fill in your organisational people data and team hierarchy across all 3 tabs
    1. User Tab
      1. CustomID - You can choose to assign an ID to a User on creation and/or during an upload. Ideally, this is an ID that already exists in the context of your organisation and can be used to uniquely identify a particular user
      2. Email - User's primary email address. Used for login and for receiving Teamgage notifications
      3. GivenName – User’s first name
      4. Surname - User's last name
      5. PreferredName - Optional nickname or informal name. If supplied, this name will be used in communications instead of GivenName
      6. TeamName - Name of the team the user belongs to, as well as where this team fits in your organisational hierarchy. If a user is in more than one team, list them once in the Users tab, and separate their teams with a |
      7. DemographicTags - Demographic Tags applied to the user (i.e. gender, tenure). If more than one, separate with a |
      8. Mobile - Only enter the user's mobile number if you have enabled notifications to be sent via SMS
      9. Timezone - User's timezone, ensuring notifications arrive at the right time. Format required: Continent/City (i.e Australia/Adelaide) . Defaults to the origination's timezone if not provided
    2. Teams Tab
      1. TeamName - Name of the team, as well as where this team fits in your organisation hierarchy
      2. Type - Defines if the team is part of a roll up hierarchy structure or a special analysis report. Structural = Hierarchy structure teams / Analysis = Used if Demographic Tags are present in user profiles
    3. Managers Tab
      1. TeamName_Match - Name of the team the user is a manager of (utilising the same format as the team within the “Teams” tab)
      2. Email_Match - Email address of the manager who should access results for the team. If multiple managers exist, add each as a separate row
  3. Upload the file to Teamgage (Learn more)
    1. Log into the Teamgage Portal
    2. Go to Advanced > Files
    3. Click New and upload your data file
    4. Click Save
  4. Our Support Team will process your file
    1. We will validate the template and reach out to you if we need further clarification of the structure
    2. Our team may create rule sets to transform your data for future imports (depending on the complexity of the data)
    3. You may receive an Import Preview to confirm user & team structures, which will require your approval prior to uploading into the system

Notes on Steps:

  1. Remove all example data (highlighted in the grey rows) prior to uploading the file
  2. Do not change any of the column titles
  3. Every person must have a unique email address
  4. File can be saved as under any file name
  5. Please do not email your data file to anyone at Teamgage due to security reasons
  6. TeamName naming conventions need to match identically across all 3 tabs

File Status Options

Each file you upload with display a status. You'll also receive automated email notifications when a status changes:
  1. Awaiting Processing - Your file has been uploaded and is awaiting validation by Teamgage
  2. Processing - Your file is being processed by the system
  3. Completed - The file has been successfully processed, and your user and team updates have been applied
  4. Cancelled - If you uploaded a file by mistake, you can cancel it from the Details page

Ongoing Management of Data after Implementations

Once your initial setup is complete, you'll need to keep your people data and team hierarchy up to date as employees join, leave or move teams. 
To do this, you can:
  1. Make small changes manually (e.g. updating a single user or manager). Learn more here
  2. Use the simple data export and re-upload process to make bulk updates. Learn more here
Info
If your organisation has more than 200 employees, we suggest using this approach - Upload your HRIS Data into Teamgage