BasicSafe Enhancements Update to employee CSV file uploads

Enhancements are being brought online soon to add the SUPERVISOR and DEPARMENT fields to the CSV upload file that is created and uploaded by users As in the past, users can maintain their CSV file external to the BasicSafe system and upload it as frequently as they like to maintain accurate employee files within BasicSafe.

Currently when a CSV file is uploaded, the BasicSafe system auto creates employee groups by job titles provided in the CSV file. These employee groups can then be linked to JSAs and Training modules within those respective tools. This new modification will enhance these capabilities by also auto creating employee groups by supervisor and by department.

Employee files and CSV upload access is through the SITE SETTINGS link

Once in the site setting area, scroll down and click on the Employee Administration button

Access to the CSV upload area is in the toolbar of the employee records page – click to enter

New columns for supervisor and department

SUPERVISORS CSV UPLOAD

The supervisor # in the CSV file being uploaded must be the employee number of the supervisor associated with each person in each row of the CSV file. If the supervisor # does not match the employee number of anyone in the CSV for the site being uploaded, then the supervisor will not be assigned to the employee’s file within BasicSafe. (exact match required)

DEPARTMENTS CSV UPLOAD

Before uploading the CSV file, make sure to populate the department information you will be using in the JSA Department settings area within your site settings area. These department settings are common to, and used in, the JSA tool, the INCIDENT tool, and the CSV upload tool.

When the CSV is uploaded, the departments in the CSV are matched to the ones in the JSA Department setting area. If there is a match, that department will be populated to the employee file. (these must be an exact match)

If departments within the CSV and the JSA Dept settings do not match, the system will go ahead and auto create Employee Groups by Department based on the what was provided via the CSV upload. BUT, it will not populate the department information to the employee files within the Employee Administration setting area (see previous slides).

CSV DETAILS CSV UPLOAD

Note that a CSV template can now be accessed from this page

For those of you that use EXCEL as the means for maintaining your employee information. The Excel file used to create this training is also being included with this notification. The header row of this file can be used as the header row for your Excel file.

Before saving your Excel file as a CSV file for uploading, it is a good idea to delete many empty columns to the right of your data and many empty rows below your data to insure no content, formatting, or settings are on the worksheet which would prohibit the system from uploading your CSV file.

It is also a good idea to confirm that Excel has formatted the two date columns (date of hire, and date of birth) as four (4) digit year dates. Even if it appears to be correct, it is a good idea to grab these two columns and format them in the proper year format anyway.

Note that when saving your Excel file as a CSV file, use this SAVE AS file type

Please do NOT upload the actual sample Excel file we provided with this notification to your site as a CSV file. As you are aware, employees cannot be deleted once loaded to the system, they can only be marked as inactive.

Browse the location of your CSV file and click upload file once you have selected the file.

Remember to check this checkbox if you wish to deactivate employees that are not in your CSV file

The system will notify you if your file has been uploaded successfully or not. You will also see a list of any files that were updated. Please note that the system keys off the employee number to update all employee files. If there are any changes to the employee numbers in a CSV upload, the system will see these as new employees and create additional files for these new employees (these employee numbers must be exact matches)

EMPLOYEE GROUPS CSV UPLOAD

The JSA and TRAINING tool both utilize the Employee Groups feature

Once the CSV file has been uploaded, the Employee Groups tool will auto create Employee Groups by Job Title, by Supervisor, and by Department

Group are created by dept and supervisor

Use the filters to search for Groups by Department, Supervisor, or other settings you have created

by Department

by Supervisor

by Job Title

Click on group to see who is in it

Unlink employees from group or link new ones to group

Add additional groups or group types as you need them

For those user companies with multiple sites on the BasicSafe system, please double check to make sure you are in the sites settings area of the CORRECT site of your company before uploading your CSV. As always, please contact us if you need any assistance.

Notes: Once you have created your CSV file and uploaded it, it is a good idea to keep these source files in a protected location in your operation. It is a good idea to make changes to these files as your employee information changes or as you add new employees. Then simply upload the new updated CSV to refresh the employee files in BasicSafe.

Watchout: If you are making changes manually to employee files in BasicSafe to update them, then be very cautious about uploading old CSV files with outdated information in them. This will reset the employee files within BasicSafe with old and possibly outdated information.