Frequently Asked Question

Employee data - import

Last Updated 3 months ago

Step 1:

Create or export a CSV employee list (using MS Excel or from HR software).

The first row must contain the column labels.
Possible fields (mandatory fields marked with *):

User name* (e.g.: code, personnel number, unique key, etc.)
E-mail
Password (initial)
Title
First name*
Last name*
Position
Groups* (e.g. employees, multiple assignments possible, comma separated)
Phone
Salutation


Step 2:

Save / Export the list as a CSV file.


Step 3:

Select Employees -> Import/Codes.


Step 4:

Select the CSV file and click Upload and review.

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Step 5:

Select the columns from which data should be obtained and click Check.


Step 6:

Click Import Now and the actual import will take place.
You can add or remove rows in your CSV file at any time (employee departures and arrivals) and re-import them. The entries will be compared and synchronized. If an employee has already logged in for the first time from the CSV data, data (e.g.: name / position / groups) will not be overwritten when re-importing. If you want data to be overwritten when importing again, activate the checkbox Overwrite active in the respective line.

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Step 7:

Employees can now log in (with code / email and password). Employees will not appear under "Employees" until the employee actually logs in. If an email address was specified, the employee will receive an email to confirm (double opt in). If no password was specified, employees can assign one when they log in for the first time (alphanumeric code only recommended). Employees will not count regarding licenses until they have logged in at least once. The number of entries in the CSV import is insignificant for billing purposes.


Step 8 (optional):

After employees have been imported, you have the option to automatically send invitations for the just imported employees. Attention: Invitations will only be sent to those employees who have a valid e-mail or phone number. Corresponding texts can be customized under Settings.

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To invite individual employees by e-mail or SMS (additional information for SMS), click Check imported list.

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Now you can send individual invitations by clicking on the SMS or @ icon.

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Note 1:

If an initial password is assigned during the CSV import, this must be used for the initial login.

If you want to send invitations by e-mail for the imported employees, please keep in mind that you cannot send the password as plain text, because passwords are only stored "encrypted" (=hash) in the database for security reasons and are not available as plain text.

We therefore recommend choosing a password that is easy to communicate (e.g.: social security number, date of birth, etc.).


Note 2:

Since an employee is only actually created in LOLYO after the initial login and is thus subject to licensing, no password forget function can be used beforehand.


Note 3:

It is now displayed how many records have been changed, check if these numbers are plausible.

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