Import Users

Article Contents

1. Overview
2. Steps to Import Your Users
3. Fields That Can Be Imported
4. Default Department and Branch
5. Subscription Charges for New Users
6. Employment Basis
7. Positions
8. Managers
9. Duplicate Users

Overview

Hiro supports importing user/staff information from other platforms to get you up and running quickly. New Hiro user accounts are automatically created for each person in your import data.

Steps to Import Your Users

Prepare Your Spreadsheet

1. Export your user information from your current platform in Excel (*.xlsx) or CSV format.

2. Ensure that the first row contains headings (e.g., First Name, Job Title). The order of these headings doesn’t matter, and the header names don't need to exactly match specific terms. However, each header should clearly describe the data in its column, as you will map these columns to Hiro fields later in the import process. For a complete list of supported data fields, refer to the Fields That Can Be Imported section.

3. Each row from row 2 onward should represent a unique user. Don’t include any unrelated or unstructured data in the spreadsheet.

Upload Your Spreadsheet

1. In Hiro, navigate to the Settings module, and select Import Users. You must be a Hiro Global Administrator to access this page.

2. Select your spreadsheet file, then click the "Upload and Analyse" button.

3. Hiro will read the headings in your spreadsheet and suggest matches for each column. You can adjust these matches using the dropdown menus if necessary.

   Example: Hiro may interpret column "C" labelled in your spreadsheet "Job Title" as "Position," and you can confirm or change this mapping if needed.

4. Once you’ve matched all your headings, click the "Import Users" button to complete the upload.

Fields That Can Be Imported

The following Hiro Fields represent the fields you can match to the column headings in your import spreadsheet. Some of these fields are mandatory to ensure your users are set up correctly, while others are optional and can be included if the information is available. Importing as much data as possible is recommended to enhance your experience with Hiro.

To successfully import your data:

• Match each Hiro Field to a column heading in your spreadsheet using the dropdown menus provided during the import process.

• Mandatory fields must be matched for the import to proceed.

• Optional fields can be left unmatched if you do not have corresponding information.

Default Branch and Department

Hiro will ask you to select a default branch and department. All users in Hiro are assigned to a specific branch and department.

If you do not assign one of your spreadsheet headings to the department or branch field dropdown, the default value is used for your newly created users. Similarly, if you do select a spreadsheet heading for branch/department, but the value for a person in your import spreadsheet is left blank, the corresponding default value is used.

If you specify a department or branch value in your import spreadsheet that is not already setup in Hiro, new branches/departments will be created for that value. You can update the details of these newly created branches and departments in the Settings module - within Branches and Departments.

Subscription Charges for New Users

New Hiro user accounts are created for every user that is imported. If a termination date is assigned to that person, they are imported as an inactive account, otherwise they are imported as active accounts with the ability to sign into Hiro using their email address.

Inactive accounts do not alter your subscription seat count. We suggest carefully checking your user data before importing to ensure that any people who are no longer with your business are assigned a correct termination date.

Adding active accounts (i.e., users with no termination date) will increase your Hiro subscription seat count for billing purposes. If you are currently in a trial period, this change will have no effect and your access to Hiro will continue to be free.

If you are a current Hiro paying member, your subscription will be immediately updated upon importing your new users. However, no subscription charge is made at the time of import. Your next upcoming monthly subscription charge will be updated to include pro-rata charges for your new users.

Employment Basis

If specifying an employment basis for a user, the following values are permitted (case insensitive):

• Full time

• Part time

• Casual

• Contract

• Work experience

Positions

Positions are setup in Hiro in the Positions Register. You can either pre-configure your positions in the Positions Register before importing your users, or let Hiro set them up automatically based on the data in your spreadsheet.

If you choose to pre-configure your positions, create each position you require in the Positions Register first. Then, make sure that the names of the positions you have created match the values of the positions per-user in your spreadsheet data in the Position column,

If you choose the latter option, Hiro will create new positions in the Positions Register for each value it finds in the Position spreadsheet column that doesn't already exist. Note that newly created positions will have no other information configured other than the position name. For example, you will still need to configure hourly charge rates per-position after they have been imported.

Managers

Managers are assigned to every user in Hiro. For example, when a user makes a leave request in Who's In?, their request is sent to the person assigned as their manager.

When importing manager information from your spreadsheet, you will need to ensure the name of that person is either:

• the name of a user account who already exists in Hiro; or

• the name of a person who appears in another row in your user import spreadsheet.

Duplicate Users

All users in Hiro must have a unique email address.

If a user is found in your uploaded spreadsheet file with an email address matching a user that already exists in Hiro, you will be halted from proceeding with the import process. Either change the email address in your spreadsheet, or remove the row for that user entirely.

Note that if you make changes to data in your spreadsheet after you have uploaded it to Hiro, you will need to re-upload it. Click the Change file link to upload your updated spreadsheet.