Manage Employees

Manual Entry | Bulk Import | Employee Export | Merge Employees | Remove Employee

Employee Management best practices are to add employees via the employee import process that includes Employee IDs. This practice facilitates the ability to update employee records through subsequent imports.

Please NOTE: All employee information is added on a per site basis. See below.

Add New Employees

Employees can be added to an account through the following methods:

• Manual employee entry – useful for adding individual employees

• Bulk employee import – useful for adding and updating several employees

• Training record import – employees that are not already in the system will be added

• Incident record import – employees that are not already in the system will be added

Manual Employee Entry

Set up departments and supervisors prior to adding employees manually.

Launch Video

1. From the Administration menu, select Manage Employees
2. Click the New button in the upper-right
3. Required fields are marked with an asterisk and bordered in bronze and are present in both the General and Employment tabs by default
   1. Employee notifications will be sent to the Work Email Address specified on the General tab, if present
   2. If not entered manually, Employee Portal login credentials will be automatically generated for employees with a Work Email address, or when a training is assigned to employees without a Work Email address
4. Click Save to return to Manage Employees

Bulk Employee Import

Import and update several employees in a site at once using our supplied Employee Import spreadsheet.

Launch Video

1. Choose the desired site from the Current Site link in the top-left
2. From the Administration menu, select Manage Employees
3. Click the Import button in the upper-right
4. Click the Download Employee Import Spreadsheet link in the Import Employees panel and open the file
   1. Further instructions are included on the Instructions tab of the spreadsheet
5. Enter employee details into the Employees tab of the spreadsheet
   1. Columns that require specific information include a tooltip in the header cell, indicated by a red triangle in the top-right corner
   2. Required columns are indicated by a yellow header background
   3. Do not alter the columns or tab order of the spreadsheet
6. Once filled out, Save the import spreadsheet to a retrievable location on your computer, such as your desktop
7. Select whether to Email login information to imported employees in the Import Employees panel
8. Click Get Started
9. Click Select File and browse to select your saved import spreadsheet
10. Click Import to begin the import process
    1. You will be notified of the successful employee import count and any errors that are encountered during the import

Export Employee Records

You can export limited employee information from the Risk Management platform, including Employee Portal credentials. This can be useful when assigning training to employees who do not have access to a work email address.

1. Select Manage Employees from the Administration menu in the platform navigation bar
2. If desired, filter the employee list using the Advanced search controls
3. Click the Export button in the upper-right

Exports will be downloaded in Excel format and include columns for Department, Employee (Last, First), Employee ID, Supervisor, Position, Classification, and the Employee Portal Username and Password.

Merge Employee Records

If an employee record has been duplicated in a site, you can merge them into a single record.

1. Select Manage Employees from the Administration menu in the platform navigation bar
2. Click the Merge icon next to the desired employee record
3. Select the second instance of the employee in the Destination Employee field
4. If desired, check the box next to Archive this employee after merging to archive the first selected employee when the merge is complete
5. Click Merge to complete the process

The completed and scheduled training associated with each selected employee is displayed in the Merge panel. All of the indicated training records will be associated with the destination employee after merging.

Remove Employees

You can archive employees to remove them from lists and reports but still retain their information in the system. Archived employees will remain so unless they are either deleted or restored to active status by a user.

Archive Employees

1. Select Manage Employees from the Administration menu in the platform navigation bar
2. Use the check-boxes on the left to select the desired employee(s)
3. Click the Archive button in the upper-right

Activate Employees

Archived employees can be restored to active status at any time.

1. Select the Archived button in the bottom-right of the Manage Employees page
2. Use the check-boxes on the left to select the desired employee(s)
3. Click the Restore button in the upper-right

Delete Employees

Employees must be archived before they can be deleted. Deleted employees are not recoverable.

1. Select the Archived button in the bottom-right of the Manage Employees page
2. Use the check-boxes on the left to select the desired employee(s)
3. Click the Delete button in the upper-right

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