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Add multiple staff at one time (bulk import)

When you are adding more staff than is practical one at a time, export the current list as a CSV, add the new staff as rows, and import it back.

Before you begin

  • You have the Administrator role in Hand Hygiene. The Export Wizard and Import Wizard are available only from Settings > Staff, which only the Administrator role has access to. They don't appear on Management > Staff.

When you need to add a handful to hundreds of staff at once, use the Export Wizard and Import Wizard. The flow is: export a CSV to use as a template, add the new staff as rows in the file, then import the file.

To start from a blank file instead, select Import Wizard, then select Download CSV template. Before you choose a file, the Import Wizard also lists the Required fields per row. Use the export route below when you need each Staff Role's attribute columns in the file.

Important: Before you begin, make sure at least one staff member exists for each Staff Role being added. The exported CSV is generated based on the Staff Roles already in use. Staff Roles can have different attributes, which are included as columns only when you turn on Export all custom attributes, so having one of each role first ensures the template covers every column you need.

  1. From the Kontakt.io Launchpad, open Hand Hygiene.
  2. From the Settings menu, select Staff.
  3. From the Staff Role column, select the filter icon and filter the list by the Staff Role of the staff being added.
  4. With the filtered list displayed, select Export Wizard.
  5. To include each Staff Role's attributes as columns, turn on Export all custom attributes. It is off by default, and without it the file has no attribute columns.
  6. Select Export CSV to download the file.
  7. Open the CSV file. Add each new staff member as a new row, filling in the column values.
    • Do not delete or change the first row of column names.
    • Kio:External ID (the Staff ID) is the only required column. If a column value is unknown at this time, you can update the staff profile later from inside Hand Hygiene.
    • The Staff Role you see in Hand Hygiene goes in the Kio:Type column. The Kio:Staff Role column holds the staff member's Healthcare Role, which is a separate value.
    • The home-location columns (Kio:Home Campus ID, Kio:Home Building ID, Kio:Home Floor ID, Kio:Home Room ID, and Kio:Home Department ID) go together. If the file has any one of them, it must have all of them, or the import stops with a missing-column error.
  8. Save the CSV file, then return to Hand Hygiene and select Import Wizard.
  9. Select Select File, choose the CSV file, then select Upload.
  10. Review the result. If errors are found, select Download error CSV, correct the rows it lists, and upload the corrected file. When the import succeeds, the number of rows imported is shown; select Close.
  11. In the Staff list, verify the new staff members appear.