Add, import or update users – Elevo

This article is intended for administrators.

All users can be found in the Directory.

There are 3 ways to add and synchronize users:

📥 Add and update in bulk via Excel / CSV file
🔄 Add and update automatically users via your HRIS
🔄 Add and update automatically via SFTP
✍🏽 Add and update manually via Elevo

Please note that anyone added to Elevo will only be invited to the interface once involved in a campaign or if manually invited.

📥 Add and update in bulk via Excel / CSV file

The set-up is very fast, to do so:

1. Download the spreadsheet template (Excel, Google Sheet, CSV) or export your user list via Directory > Export,
In the document, provide the relevant information for the users requiring synchronization,
Send the finalized document to support@elevo.io.

We will perform the synchronization and then send you a summary of all implemented changes.

🧷 Data that will be synchronized

The login column is exclusively for companies that manage users without e-mails. To learn more, read this article.

Field	Internal key	Description
Personnel number	registration_number	[optional] Internal user number (e.g. "0023" / "EX23-D" / "R2D2")
First name	first_name	[optional] User's first name
Family name	last_name	[optional] User's last name
E-mail	email	[mandatory if the username is empty] used as a unique identifier for the user as well as for the connection
Username	username	[mandatory if the email is empty] used as a unique identifier for the user as well as for the connection
Manager's e-mail	manager_email	[recommended] email of the manager associated with this user. Elevo uses this information to re-build your organization's hierarchy.
Manager's username	manager_username	[recommended] username of the manager associated with this user. Elevo uses this information to re-build your organization's hierarchy.
Name of the position	job_title	[optional] Position name
Team name	team_name	[optional] Name of their team
Date of hire	work_start_date	[Optional] Date of hire in YYYY-MM-DD format (e.g. 2015-11-25)
Admin	organization_admin	[Optional] Give admin rights to Elevo. Possible value: "Yes".
Level	level	[optional] Employee level (executive, non-executive, Level 12, Coeff 3.3, etc...)
Department	department	[optional] The department
Service	service	[optional] Department name, Business Unit,...
Region	region	[optional] Region, city, or office
Entity	entity	[optional] Only if you use the admin rights by entities/populations functionality.
Language	local	[optional] User language, possible value : "en", "fr", "es", "nl", "de", "it". If this parameter is not provided, the user will have the language defined at the company level.
SSO Connection	use_sso	[optional] empty of "False". Allows you to activate or not the use of the SSO for the employee if it has been previously set.

➕ Custom additional fields

Elevo allows additional fields to be added to user profiles (find out more). These fields are fully compatible with a bulk import.

To do so, you need to add a column to the dedicated file. The exact heading of the column (header) will be sent to you by our Support team when the field is created, as it depends on the heading you define.

🔄 Add and update automatically via your HRIS

If you are using one of the HRIS listed below, your tool can be synchronized with Elevo to allow automatic recurring updates.

We invite you to refer to the article relevant to your tool for more information:

⚠️ Please be aware that modifying or adding users must be done directly from your HRIS. Users that are created directly on Elevo will be considered as manually managed and will not be synchronized (unless otherwise requested through Elevo Support). You can also set up a combined user management: part of the staff will be synchronized with your HRIS / SFTP and the other part can be set to manual management This management is relevant in case some people are not integrated in your HRIS, for example. To find out more and implement this type of management, please contact Elevo Support.

🔄 Add and update automatically via SFTP

This automatic synchronization method is the most universal because it can be adapted to any user-based system.

Elevo can provide single, secure access for your company to the Elevo SFTP where you can upload export files in an automated manner. Elevo will automatically synchronize users without any intervention from you.

We invite you to refer to this article for more information: Synchronize users via SFTP.

➕ Custom additional fields and SFTP

Elevo allows additional fields to be added to user profiles (find out more). These fields are fully compatible and synchronizable with SFTP.

✍🏽 Add and update manually via Elevo

This only requires a few clicks:

In Directory, click on "+ Add user",
Fill in the required fields:
- Last name and first name ➡️ optional, optional, but strongly recommended so that notifications can be personalized.
- Email ➡️ mandatory, except if you have set the option for users without e-mails on your user space (Manage users without email).
- Entity ➡️ this field is exclusively for companies that have enabled management with restricted Admin rights (Give restricted Admin rights).
- External user ➡️ these users will be able to act as peers in a 360 Feedback campaign but will not be able to participate as a reviewee or in 1:1 campaigns.

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⚠️ Please be aware that f you have activated SFTP synchronization or integration with your HRIS, users that are created directly on Elevo will be considered as manually managed and will not be synchronized (unless otherwise requested through Elevo Support). We therefore recommend that you create and modify users on the submitted SFTP file or in your HRIS. You can also set up a combined user management: part of the staff will be synchronized with your HRIS / SFTP and the other part can be set to manual management. This management is relevant in case some people are not integrated in your HRIS, for example. To find out more and implement this type of management, please contact Elevo Support.

Modal window for creating users when synchronization is activated:

Capture_d_e_cran_2023-03-14_a__15.08.33.png

If an e-mail is already used in your user base, an error message will warn you "Email has already been taken".

Capture_d_e_cran_2023-03-29_a__14.47.47.png

🙋🏻‍♂️ Questions

➡️ What data is synchronized in Elevo?

All synchronizations via API and SFTP can occur on the following data:

Employee's last name,
Employee's first name,
Employee's e-mail address,
Job Name,
Date of hire,
Manager's name,
Registration number.

Other fields can be synchronized depending on the API. You can ask your HR expert for more information. SFTP synchronization also allows you to synchronize the following fields:

Team name,
Level,
Department,
Region,
Department.

➡️ Can I add employees who are not present in my HRIS (abroad, freelance, etc)?

You can also set up a combined user management: part of the staff will be synchronized with your HRIS / SFTP and the other part can be set to manual management. This management is relevant in case some people are not integrated in your HRIS, for example. To find out more and implement this type of management, please contact Elevo Support.

➡️ Can we remove some of the employees from the synchronization?

Some HRIS systems allow you block the synchronization for certain people. Please contact your Elevo expert to find out if your HRIS allows this.

➡️ Can we change the managerial relationships in Elevo?

As soon as a synchronization with your HRIS is activated, your employees' data will first be handled via your HRIS. However, you can manually override a Manager field to indicate a different information than that provided by your HRIS.

➡️ Are the teams synchronized through Elevo?

You must contact your Elevo expert to know what type of data is collected during API synchronization.

For SFTP synchronization, you can fill the relevant column as you wish, by referring to the process available here.