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Summary
This guide will show you how to add your team to Crewhu and covers the following topics:
- Upload a CSV with all information
- Add employees manually
- Invite employees to join the team
- Keep track of your employees' onboarding
- Owner Users
Profile level required for these procedures: Admin (What level am I?)
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Upload your CSV file
Add your entire crew at once by uploading a CSV file, making this process much quicker with just a few clicks.
Rules:
- Headers must be spelled exactly as in the table below, but the order of the columns can be changed (Click here to download a CSV template);
- Labels in RED are REQUIRED;
- Labels in BLUE are OPTIONAL;
- Labels underlined are OPTIONAL and must be separated with a comma if multiples items
Below is an example of an employee list CSV file:
Click here to see the description of each field.
Best Practice:
Fill in all data related to employees in order to make the most of the program functionalities and reports.
Once your CSV file is ready, go to Setup > Organization > Employees > Upload CSV and click the button on the top right corner:
1 - Choose the file to upload, the name will appear in green as in the example below:
For this example the fields Location, Team, and Position were not filled in, so Crewhu will automatically create or update them with the information in your CSV. It is also possible to leave these fields empty in the CSV and select the appropriate option from the dropdown menu (locations, teams, and positions previously created - click to see how).
Important:
Information contained in the CSV will replace the data selected in these fields.
2 - Even though the Profile is a mandatory field on the CSV, you are still required to select an option from the drop-down menu to proceed with the upload. Information contained in the CSV will replace the data selected in this field;
3 - Checking this box sends an invitation to the employees on the list automatically after the upload process is completed. (Click here to see how to send invitations manually);
4 - Click on Validate and the list below will appear to allow you to check the data that is about to be created/updated:
Note:
The system will display a message in green showing the data that is about to be created. If there's something that needs to be changed, adjust your original CSV file and restart the process at step 1.
5 - Click on Submit and your team ready to go!
For more detailed information refer to our Employee Onboarding article.
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Add your employees manually
To include your team one by one, go to Setup > Employees and follow these steps:
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- Labels in RED are REQUIRED;
- Labels in BLUE are OPTIONAL;
1 - Picture (recommended) - This photo will appear on the survey landing page if the "show picture" setting is activated (in survey settings). This image can not be changed by employees and it will be the default when the "avatar" image is blank. The upload must be done in Settings > Employees for all the employees, including yourself.
Avatar - This photo is used for Crewhu leaderboards and Cafe. This image can be changed by employees on "My Profile" menu.
Best practices:
* Upload a headshot to make the interaction with customers more personal;
* The recommended size for the Employee Picture and Avatar is: width: 300px; height: 300px.
2 - PSA/Ticket System ID (for surveys only) - Enter ID into the employee record.
3 - Name (First/Last) - Enter employees' first and last names.
4 - Email - Enter employee corporate email.
5 - Birthday - Enter employee birth date. Use format MM/DD. (By default, this field does not include year information)
6 - Location - By default, employees will belong to HQ. (Click to see how to add and manage Locations)
7 - Team (recommended) - You can assign employees to a specific team. (Click to see how to add and manage Teams)
8 - Position - You can specify your employee position. (Click to see how to add and manage Positions)
9 - Hire Date - Enter employee date of hire. Use format MM/DD/YYYY.
10 - Profile - Chose your employee profile to determine permissions and scope. By default, there are 3: Administrator, Managers, Employee. (Click to see how to add and manage Profiles)
Send invitation after save - If checked the employee will receive an email invite immediately after you click the green "Save" button on the top right corner. (Click here to see how to send all invitations at once)
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Invite Employees
Send an email invitation for your team to join your account at Crewhu:
Go to Setup > Organization > Employees, click on "Send Invite" and choose "Selected" or "All".
Selected - Send invites to users whose checkbox next to their name is flagged.
All - Send invites to all employees.
Notes:
Employees will need to click the sign-up link on the email invite to create a password.
Invites will only be sent to employees who have not yet activated their accounts.
(Click here to see how to verify if the account is active)
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Add and manage your Locations
Your company HQ will be configured by default. If you have additional physical locations you can register them in Crewhu and use it to report.
Go to Setup > Organization > Locations and click the "Add" button to create or click the location on the list to edit it.
Fields on this item: Name (mandatory), Country, Address, City, Zip Code and Use as default (checkbox).
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Add and manage your Teams
You can sort your crew by teams, in Crewhu. You will be able to report and measure performance by a team.
Go to Setup > Organization > Teams and click the "Add" button to create or click the team on the list to edit it.
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Add and manage your Positions
You can identify your employees by their position, in Crewhu. You will be able to have contests based on positions.
Go to Setup > Organization > Positions and click the "Add" button to create or click the position on the list to edit it.
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Add and manage your Profiles
You can create new and edit the default profiles to determine specific permissions to users and which notifications they will receive. You will be able to have contests based on positions.
Go to Setup > Organization > Profiles and click the "Add" button to create or click the profile on the list to edit it.
(Click here to see a more detailed approach of this function)
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Inactivating or removing users
Click a user profile on Setup > Organization > Employees to refer to the "Inactivate" and "Remove" buttons at the top right corner.
1 - Inactivate - Use this option for users with usage history in the platform. Inactive users are not eligible to receive surveys and/or badges, to participate in contests, to redeem prizes and are not counted for the subscription bandwidth (Click here to learn more about user band)
Inactive users are displayed in the employee list by changing the view in the header of the Employee page and it is possible to include their results in Reports and Dashboards for past timeframes.
Inactive profiles can be reactivated keeping the Crewhu bucks balance, history and settings.
2 - Remove - Deleted users will no be displayed in the employee lists, it is not possible to recover these profiles and are not counted for the subscription bandwidth (Click here to learn more about user band)
It is only possible to delete profiles with no usage history in the platform. If any activity is registered in the database, it will appear a confirmation message that the profile will be inactivated instead.
Important:
The email address used in deleted profiles cannot be used again. If you need to remove an email address from the database to use in a new profile, submit a request to support@crewhu.com.
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Manage User Onboarding
You are able to tell who has activated the account and who has not by an icon on the left side of their pictures on the employee list page, going to Setup > Organization > Employees:
Account activated
Account not activated
In the below example, we can see that Popeye has activated his account and Peter Pan has not:
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Owner Users
The user that creates the account is considered the account's owner user. The owner users will always have access to the Company Profile, Profiles, and Employees, even though their permission is removed. This solution was adopted so the user doesn't lock himself out of his own account.
Important:
If you lost your access, by removing your permissions by accident, keep in mind that the owner user (the one who created the account) can always log in and give you permission again - going to Settings > Employees and changing your profile
You can also set other employees as Owner Users, so they will have the same benefits. You just have to click on Your name > Company Profile, and flag the employees, in the Owner Users field, as shown below:
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