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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 to make the most of the program functionalities and reports.
Once your CSV file is ready, on the left menu, locate Settings > Organization > Employees, and on the top-right corner of your screen, click on the CSV Upload:
OBS: if the Connectwise Employee Sync is available and turned on in your account, the 'CSV Upload' will be located in a dropdown menu when clicking on the ADD button.
1 - File CSV - Choose the file and, after a successful 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, left as '-- NONE --', so Crewhu will automatically identify the new fields and create or update them with the information of your CSV.
It is also possible to leave those fields empty in the CSV and select the appropriate option from the dropdown menu for locations, teams, and positions previously created in your Crewhu account. Note that this procedure will apply the same option for all contacts being uploaded.
Important:
Information contained in the CSV will replace the data selected in these fields.
2) Profile - 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) Invitation checkbox - 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) Validation button - By clicking on Validate, a list will pop up on your screen as the example below, allowing you to check the data 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) Submit button - Click on Submit and your team is ready to go!
For more detailed information refer to our Employee Onboarding article.
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Add your employees manually
With this method, you can increase your team by uploading them one by one, and submitting each detail for each of them. To proceed, go again to Settings > Organization > Employees and this time click on the green ADD button. After it, just follow the steps below.
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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 the 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 - Employee ID (for surveys only) - Enter the ID found on your PSA into the employee record.
Important:
The employee ID serves as a unique identifier that allows Crewhu to assign received surveys to specific employees. The ID is obteined on the PSA and needs to be added to the corresponding employee profile within Crewhu. Without the employee ID, the surveys will come as "UNKNOWN".
3 - Name (First/Last) - Enter employees' first and last names.
4 - Email - Enter employee corporate email.
5 - Birthday - Enter the employee's birth date. Use format MM/DD/YYYY or MM-DD-YYYY ⚠️
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 the employee's date of hire. Use format MM/DD/YYYY or MM-DD-YYYY ⚠️ .
10 - Profile - Choose your employee profile to determine permissions and scope. By default, there are 3: Administrators, Managers, and Employees. (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 Setings > 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 by going to Settings > Organization > Locations and clicking the "Add" button to create. You can also 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 create reports and measure the performance of a team by going to Settings > Organization > Teams and clicking 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. This allows other features to be used such as contests based on positions. To make this configuration, go to Settings > 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 for users and which notifications they will receive. To do so, go to Settings > 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
These options are available by clicking on a user profile on Settings > Organization > Employees. The Inactivate and Remove buttons are at the top right corner.
1 - Inactivate - Use this option for users with information history in the platform. Inactive users are not eligible to receive surveys and/or badges, participate in contests, 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 timeframes of when they were still active.
Inactive profiles can be reactivated keeping the Crewhu bucks balance, history, and settings.
2 - Remove - Deleted users will not be displayed in the employee lists, it is not possible to recover these profiles, and they 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 their account and who has not by checking the icon on the left side of their pictures on the employee list page, going to Settings > 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 if their permission is removed. This solution was adopted so the user doesn't lock himself out of his own account.
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:
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 by going to Settings > Employees and changing your profile.
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