Create and edit employees 👥

⚠️ Prerequisite: having the Edit the employee directory permission. Additionally, the view may also be filtered based on your environment.

🏓 If your access allows it, you can track all changes made via the activity tracking interface.

✨ Overview

The employee directory is the database that contains all users authorized to access Workelo. Without being listed there, a user cannot access the platform.

You do not need to add your new hires manually, as they are created directly from the journey creation page. The employee will then be automatically added to the directory.

This directory lists all users who can be involved as stakeholders in a journey.

👥 Manage your employee directory

✚ Add a new employee

✍️ Edit an employee

✖️ Delete an employee

🧪 Export the employee directory

👨‍💻 Bulk import employees

✚ Add a new employee

1. Go to the Account > Employees tab
2. Click Create an employee
3. Fill in the various fields:
   • First name
   • Last name
   • Email
   • Job position
   • Team (if applicable)
   • Organization
   • Technical ID (if needed)
   • Role
4. Check the Send registration invitation email box to send a login invitation
5. Save the new employee

For more information about roles 👉 Understanding roles and access rights

✍️ Edit an employee

You can edit an employee's information by clicking on their name in the directory list.

✖️ Delete an employee

You can also delete an employee by clicking the trash icon at the end of the row.

🙋 This action is irreversible and deleted data cannot be recovered.

Deleting an employee:

• Automatically revokes their access to Workelo;
• Deletes all data linked to the journeys in which the employee was involved (journeys, analytics, administrative data). A new stakeholder will need to be designated in any ongoing journeys.
  💡 Remember to first reassign the stakeholder role and make sure the employee is no longer involved in any ongoing journeys.

🧪 Export the employee directory

You can export your employee directory using the small icon at the top of the page.

🙋 The export only includes employees you have access to (= within your scope).

👨‍💻 Bulk import/edit employees

🧭 Prerequisites and preparation

• Required format: CSV file (comma-separated)
• Recommended size: maximum 500 employees per import for optimal performance
• Estimated time: 5–10 minutes for preparation + import processing time

Step 1: Data preparation

1. Download the two required files:
   • The "Unique identifiers" file for your account
   • The CSV import template

💡 Practical tip: Work in Excel/Google Sheets first, then convert to CSV to avoid formatting errors.

Step 2: Filling in the template

💡 Essential rule: Never modify column headers.

Detailed column guide 👇🏻

Required columns

First Name

• Format: text
• Example: John
• Restrictions:
  • Avoid special characters
  • No commas (interferes with CSV format)

Last Name

• Format: text
• Example: Smith
• Restrictions:
  • Avoid special characters
  • No commas (interferes with CSV format)

Email

• Format: valid email address
• Example: [e-mail]
• Restrictions:
  • Must be unique on the platform
  • Case sensitive (do not use accents, uppercase letters, or spaces)
  • ⚠️ Cannot be modified via import, as it is the matching key

Job Position

• Format: free text
• Example: "Digital Marketing Manager"

Role ID

• Format: numeric identifier
• Example: 1854
• ⚠️ Use the role ID, not its label
• Where to find the ID: in the "Unique identifiers" file

Organization ID

• Format: unique numeric identifier
• Example: 2547
• Restrictions:
  • One organization per employee
  • Use the ID, not the label
• ⚠️ Do not confuse with Additional Scopes, which refers to additional environments

Optional columns

Additional Scopes

• Format: numeric identifiers separated by spaces
• Example: "1854 3848 4521"
• Specifics:
  • Multiple values allowed
  • Separator: space (not a comma)
  • Corresponds to an environment, not an organization
• ⚠️ Different from the primary organization

Phone Number

• Format: international number
• Example: [phone]
• Tips:
  • Include the country code
  • Avoid spaces and special characters

Technical ID

• Format: according to your system
• Usage:
  • Identification for your SSO
  • External integrations

1.  

Example

Step 3: Validation before import

☑️ Verification checklist:

• All headers match the template
• IDs are used (not labels)
• The file is in CSV format (comma-separated)
• Email addresses are correct and unique

⚠️ Important points to note when updating existing employees.

• Email is the only matching key
• Any unfilled fields will be erased
• The import will overwrite the current profile of the affected employees
• Email addresses cannot be modified via import

Step 4: Import

1. Click "Import employees"
2. Upload your file in CSV format (comma-separated)
3. Wait for processing to complete (may take several minutes)
4. Verify the import via the "Employee import tracking" report

💡 Tips for a successful import

1. Start by testing with 1–2 employees
2. Check the imported data before proceeding
3. For large volumes:
   • Split into multiple files (batches of 500 maximum)

Need help?

Contact support and include:

• Your CSV file containing only the first row
• Any error messages
• A screenshot of the issue

 

🤔 Frequently asked questions

Can I import new hires using the bulk import feature?
It is not possible to import new hires and create journeys for them using this feature. New hires are not created from the Employees page, but directly from the journey creation page.

What happens if a user already exists in the employee directory when importing?
Their profile will be updated with the information provided in the import.

If some employees are missing from my import, what will happen to them?
The import only creates or updates employees. It does not delete employees.

I am unable to assign a role type higher than my own to a user. Why?
You cannot assign a role type higher than your own to a user. Learn more about role families.