Import People via CSV

Bulk import or update your entire People data with a CSV file

Don't have an HRIS we support or are you on our Basic plan? No problem! You can use the full force of Reachdesk for People by providing us with your employee data via csv import instead. Once you do, you are able to power your sends with employee data like emails and addresses that you won't ever have to type again, create triggered campaigns based on employee criteria, and have visibility into your gifting in our Insights.

How to start

1. Go to Reachdesk > Settings > Integrations and click 'Import People'
2. Download the csv template
3. You will now need to export your employee data from your HRIS or wherever you keep it. We only take .csv files so make sure you export with the right settings. As with integrations, you have full control of what data you wish to provide us with. The 'Preparing your data' section below walks you through the data you need and required format.
4. Follow the steps to provide your CSV
5. The system will proceed with the importor if any issues are flagged - these will be highlighted to you to troubleshoot: you can choose to either proceed with the import and ignore all employee records with issues (these employee records will not be created) or go back, resolve issues in the csv and re-import.
6. It will take some time to process your file, the 'Import manually' tile will inform you of how many records you have available. We recommend giving it an hour or so before you make any sends or campaigns that you want to utilise this data in.
7. Once records are all created you are good to go!

Keeping data fresh

The accuracy of your Reachdesk account is only as good as the data you provide us with, so make sure you update your employee records regularly. We recommend bi-weekly or at least once a month: the frequency depends on how often changes to your employee base happen, i.e. how many new starters or leavers you have per month, as well as what occasions you gift on. For example, if you would like to use triggered campaigns to automate your onboarding gifting and you have new starters every other week - it is crucial you keep records in Reachdesk up to date so no one misses their gift.

To update your data you will need a fresh export from your HRIS. You do not need to worry about identifying employees with changes: provide us with the export of the current state for your entire employee base (including leavers) and Reachdesk will know which employees to add and what data has changed and needs to be updated. 

Tip☝🏻 : if your HRIS allows for custom reports you might want to set up a Reachdesk-specific report that only includes the data you wish to share with us. Some HRISs will also send this report to you on a preferred cadence, which is a good reminder to update your People records in Reachdesk!

Once you have the file:

1. Go to the Integrations page and click 'Update' on the 'Import People' tile. Only the person who did the initial upload can provide an update. If you aren't them you can Disable the current data and click 'Manually Import People'

2. Export your employee data and follow the steps on the platform

Preparing your file with the right data

The importer logic

We have grouped the fields available to import for you into mandatory, recommended, and optional fields.

Mandatory fields

These are the fields Reachdesk must-have for the product to function. Your import will fail if those fields are not provided.

• firstName

• lastName

• workEmail

  • has to have @

• homeCountry

  • provided as a supported country name or Alpha-2 and Alpha-3 codes from the ISO 3166 international standard

• startDate

  • as DD-MM-YYYY

Recommended fields

These are fields that are not critical but are needed depending on your gifting use case. If a column for this data remains blank Reachdesk will import the records without it. If the data is provided, we will aim to validate that it is in a supported format. If the format is unsupported, the importer will ask you to resolve the issues before proceeding.

• birthDate

  • if present, has to be DD-MM-YYYY

  • you will need to provide this data if you wish to automate your birthday gifting via triggered campaigns

• homeCity

  • we recommend providing full employee home address for scenarios where you do not wish to ask the recipient to confirm the address. If you do ask them to confirm their address, this would save them time as they won't have to type the full address in themselves.

• homeState

• homeStreetAddress1

• homeStreetAddress2

• homeZipcode

• terminationDate

  • if present, has to be DD-MM-YYYY

  • Reachdesk uses termination date to ensure triggered campaigns are not sent to employees that have left your company. In manual sends, Reachdesk will flag if your user is attempting to send a gift in a manual campaign to somebody who no longer works at the company.

   

• role

  • this is job role, you might want to provide this if you ever gift en masse to employees based on their role

• phoneNumber

• personalEmail

  • if provided, has to have @

  • it is useful to provide personal email if you are planning on automating your onboarding gifting and sending gifts ahead of employees' start date: this way you will be able to use the feature to send a details confirmation email to a new starter to their personal email address ensuring they don't miss their gift!

Optional fields

• workCountry

  • if present needs to be provided as a supported country name or Alpha-2 and Alpha-3 codes from the ISO 3166 international standard

  • it is useful if you ever send gifts en masse based on the employee office location

• workCity

• workState

• homeStreetAddress1

• homeStreetAddress2

• workZipcode

• company

• employmentStatus

• employmentType

• ethnicity

• gender

• maritalStatus