Initially, this is a two-stage process; preparing the required data for importing and the actual import into Focus itself. Further imports can be made to add to any existing data.
This guide will take you through:
Whether you are exporting directly from a database / CRM system or copying and pasting into a newly-created spreadsheet, the choice of software used to prepare your data is not important, as long as you can save and export it as a CSV file. You must also give your columns names - these are the import fields.
If required, you can make further imports of data for any existing employees in the Focus database. This data will be ‘merged’ with any existing data. In Focus terms, ‘merging’ means not only adding to incomplete records but also overwriting any existing data that is in the same import field. Therefore, importing should not be undertaken lightly as you could, unwittingly, overwrite crucial data.
When importing, you will always need to use the ‘Payroll Number’ import field. This is the unique way in which Focus recognises which employee to import the data to. It’s a good idea to put this field in the first column. Once again, be careful. If an employee already exists in the database, and you import a new employee using the same payroll number, the existing employee’s data will be overwritten.
Before making any final import, you will be presented with a warning message in order to help manage any potential conflicts.
Skip - do not import this employee and show me the next conflict
Skip All - don’t import any employees where there are conflicts
Merge - allow the data merge of this conflict and show me the next one.
Merge All - don’t show me any more conflicts and allow the data merge of all conflicts.
Whenever possible, it’s best practice (and safer) to use a Group Action when making a change to a single field for multiple employees, rather than choosing to do so via an import.
Users can easily import daily or weekly budgets to the Rota, saving the time and effort of inputting the figures manually.
Use Group Actions to apply changes to whole groups of Employees in one go.