SkillsTx Management Console Help

4.2 Load/Edit Individuals details

Owned by Graham Kennedy
Last updated: Oct 15, 2021
8 min read



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Edit Individuals Details

Besides the necessary/compulsory fields (shown with an  in the 2nd column below), the usage of many of the optional details held about individuals need to be carefully planned and thought out in terms of their usefulness when using the Analytics for filtering and selection purposes. While many of the optional fields have been names to indicate their usage, they can in fact be used to contain any information your organisation may find useful, although obviously their use will need to be consistent across all the individuals for it to be effective.

Column



Description and Usage



The Delete button will only appear when a person is made Inactive. It provides the ability to Delete an individual and everything captured for them from the Workspace.

Active

Select to remove a person from being considered active within the Workspace. Default is Active

  • Active - Person will appear in the Analytics and full access to their Planner etc.

    • Is included in the Active licence count

  • Inactive - Person will not be visible in the anlytics and will have no access to their Planner

    • Is NOT included in the Active licence count

Email

Email of the person. (will be their login_ID)

First

First name

Last

Last Name

Preferred

Preferred Name - Used to address them in emails etc. Most often the same as their First Name, but can also be a such and such name or used to include titles such as Dr John

Position



The person's position in the organisation.

Team



The name of the team to which they belong in the Organisation

Location



The Location of the person. Could be used for a Building or Office name etc

Country



The country in which the person is located

Column



Description and Usage

Other



Can be used for any other details you may find useful

Endorsement Date



Designed for holding a Date/Time stamp for scheduled Endorsement appointment bookings

Leave On



Designed for holding a date a person is leaving the organisation, which can then be matched in various analytics to prepare for when their skills will no longer be available or the Job/Role will become vacant etc.

Department



The name of the department the person works in

Business Unit



The name of the Business Unit the person works in

Division



The name of the Organisational Division the person works for

Territory



The name of the Territory the person works in

Country Code



The country code in which the person is located (Similar to Country)

Cost Centre



The Cost Centre code that may apply to this person (e.g. Possibly for allocating their licensing costs)

Supervisor



The name of their Supervisor (or Manager).

This field has NO Bearing on Org Structure

It is intended for organisations that do NOT make use of the Org Structure functionality, but do wish to document the Supervisor. It is a legacy field still in use by many organisations, established prior to the provision of the Org Structure functionality.

Allow Notifications

Whether or not automated notifications are to be sent to this person. Select:

  • Yes - Allow notification (Default)

  • No - Inhibit notifications

Is Candidate

Whether or not the person is a std Employee or a Candidate. Select:

  • No - The person is an employee and will appear in all the analytics. The default when the individual has been captured via the Add/Import New individual functionality. (Utilises an Active License) 

  • Yes - The person is considered a Candidate for recruitment purposes. Will only appear in specific analytics pages. The default when the individual has been captured via the self provisioning recruitment interface. (Does NOT utilise an Active License)

Show Analytics



Provides the ability to allow the person to have access to the full Workspace Analytics pages via their Planner Console:

  • No - Inhibit access (Default)

  • Yes - Allow Access

Because the individual will be granted full access to all Workspace Analytics, access should be granted in line with organisational privacy policies.

Use Preferred



  • No - The person's preferred name will only be used for email salutations (Default)

  • Yes - The person's preferred name will also be used to address them in their Planner Console

Add New Individual

Used when adding a single new individual at a time



Add New Individual Step-by-step guide

  1. Complete the 4 compulsory fields in the form

  2. Press the Add Individual button to add the person to the list

  3. Once the person is in the list you can use the edit Individual functionality to input/change any of the other fields associated with that person as per above

Delete Individuals

You are able to delete an individual and all the data associated with them that has been captured in the system by using the  button. The button will only appear when an individual has first been made Inactive.

 

Delete an Individual Step-by-step guide

  1. Set the individual as Inactive

  2. Press the

    button related to the individual

  3. You will need to acknowledge the 2 Pop-Up prompts by Pressing OK, or Cancel if you choose not to continue

  4. The page will refresh

Export Individuals

Can be used to export the full list of individuals and their details into an Excel Worksheet, that is in the correct format to be used to Import Individuals Details.

This provides a simple mechanism to make changes to make large amounts of changes to individuals details offline and then Import the changes.

Export Individuals Step-by-step guide

  1. Press the Export Individuals button to export the Individuals list (Table).

  2. It will invoke a standard dialogue to save the file (in Excel workbook format) at a destination on your own device. (Note: The file will be in a suitable format to be used directly by the Import Individuals Details process).

  3. You then have the ability to edit and change the details of the individuals you wish changed.

  4. If required, new Individuals can also be inserted.

    • Ensure to retain the worksheet Header Row.

  5. Save the changed file.

  6. Use the Import Individuals Details process (shown below) to import the changes to individuals details. (Use the Insert and Update option).

Import Individuals Details

To bulk Import either a new batch of Individuals or to make bulk changes to the details of the current list of individuals. Use either a file exported via the Export Individuals process and adapted, or download a Bulk Upload Template to use.

Bulk Upload Template:

Prepare import input from the Bulk Upload template Step-by-step guide

  1. Press the Bulk Load Template button to Download the Bulk Load Template (Excel workbook) and save it on your own system/PC

  2. Edit the template, adding a row for each person you wish to upload as per the sample in row 2.

    •  Each of the available fields for bulk upload are described above in Edit Individuals Details.

      • (Note: Not all the possible fields shown in the Individuals Details table are available for Bulk Upload).

    • Compulsory fields: Email, FirstName, LastName & Preferred Name Must be populated.

    • The rest can be left blank.

  3. Check all the Email fields for:

    • Duplication's or emails that already exist in the system if you are Inserting new Individuals only.

    • Spaces or special characters, especially before/after the email address. These can be a result of copy/paste scenario or when the data is imported from another system.

  4. Ensure to retain the Header Row, and overwrite or remove the example Row 2.

  5. Save the populated template.

Import Individuals Details Step-by-step guide

  1. Once you have prepared the Import file from either a Bulk Upload Template or from an Exported and edited file:

  2. Choose to type of Upload you want:

      • Insert Only: Inserts a new record for each new Email Address referenced in the file. (Which must not already exist).

      • Update Only: will replace the current fields with the data in the Upload file for the Email address referenced in the file. (Which must already exist).

      • Insert and Update (Default): Inserts records for new Email addresses and Updates records for current Email addresses as per above.

  3. Use the Select Files button to enter the dialogue to select the populated file and proceed with the Import

  4. Depending on the size of the file, the Import may take some time

  5. You may then wish to edit any of the other individual's details manually if necessary, or you can make changes via a new Export & Import.

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