How to Sync Employee Data from a CSV File

Our goal is to create an automated process for keeping your employee data in Actimo always up to date, based on the information you already have in your HR or IT systems.

This integration will enable you to leverage all your available employee data within Actimo, ensuring employees are accurately created and deleted as they join, move within, or leave your company.

Think of this integration as a data co-pilot 🧑‍✈️ that takes care of the behind-the-scenes work, allowing you to focus on effectively connecting with your employees.

Setting up employee data integration is a powerful way to streamline your processes. We understand that every setup has unique prerequisites, and we want to ensure your integration is seamless and successful from the very beginning.

Instead of navigating complex technical requirements, we've made it easy for you to get started:

Please contact your Customer Success Manager (CSM) to initiate your employee data integration.

Your CSM is your go-to expert and will explain the process, identify your specific needs, and ensure a smooth setup.

We understand the complexity involved, and we're happy to assist with your first integration to ensure everything is set up correctly. This approach helps prevent any potential missteps and ensures your data is handled accurately.

❓ Don't know who your Customer Success Manager is?

No problem! Simply reach out to our Support team, and they'll quickly connect you with your CSM.

Let's look at a scenario to understand how this integration can work for you.

Imagine you're a retailer looking to launch an employee app for 500 employees spread across various regions, functions, and departments. While the primary goal is a native app experience, you also want the flexibility to send SMS and email communications. Your task is to integrate and automatically manage all this employee data.

With this integration, you'd achieve the following:

The first step is to determine which employee data you'll need to achieve your data synchronisation goals. This often involves collaborating with your HR or IT teams.

We'd recommend gathering the following key data points:

💡 Tip: Ask your HR or IT department for an example of the CSV file they can provide for employee data. This gives you a great overview of the data fields available and will be crucial later when you map these columns to Actimo contact fields.

You'll also see these column names when you run your first test integration in Actimo with example data.

Once you've decided which data points you'll be transferring, you need to make sure Actimo is ready to receive them. We do this by setting up Contact Fields.

Actimo comes with several default fields, like Country, Employee ID, and First Name. You'll need to check if you have any data that doesn't fit these existing fields. In our case example, we'd create new custom fields for Store and Function. Once you click Save, these new fields will be ready to use and capture your incoming employee data.

❗ Another crucial step in preparing your Actimo platform is to choose your Duplicate Key setup. This ensures you never have duplicate employee entries in your platform. The chosen key must be 100% unique to each employee.

When setting up an integration, you'll need to select "Source Data" from the dropdown menu for this setting. This tells Actimo to use the unique identifier from your external data source to prevent duplicates.

💡 In some case you may not have an employee id, in this case you can use email.

Should you have any questions, your Customer Success Manager (CSM) is always there to help

Before we can sync any data, we need to connect Actimo with your SFTP (Secure File Transfer Protocol) server.

To do this:

You'll then need to gather some specific information from your IT department or the person who set up your SFTP server. Look for the fields marked in red (in the screenshot below), as these are required. A detailed explanation of each field will be provided below.

After filling in all the necessary information for your setup, click on 'Save' at the bottom of the page. Then, to confirm your connection, click on 'Test'.

You should now see a green confirmation message indicating a successful connection, along with an example of your data from the CSV file.

Now it's critical to ensure your incoming data is correctly mapped to the right contact fields in Actimo. This will enable you to group all employees by specific stores, regions, or job functions automatically using Smart Groups.

The goal here is to link the column headers from your CSV file to the corresponding contact fields in Actimo.

Then, it is just a matter of making sure you map all the CSV columns in your CSV to a field in Actimo.

Finally, you'll select which workspace you want your employee data to be imported into. We generally recommend importing into your primary workspace and sticking to just one per account unless you have a specific need for more.

Should you have any questions, your Customer Success Manager (CSM) is always there to help

Once you've finished mapping all your data, remember to click on Save.

Once you've completed all the steps from above, is only a matter of starting the integration.

You should then see all your employees automatically populated in the Contacts section of Actimo. You will be able to see the data by clicking on contacts. It should look something like this:

Supported ciphers sFTP can use are:

Please contact your Customer Success Manager (CSM) for IP whitelisting if necessary.

💡 Please remember to reach out to your Customer Success Manager (CSM).

They're your go-to expert to explain the process, identify your specific needs, and ensure a smooth setup.

We know it can seem complex, but we're happy to assist with your first integration to ensure everything is set up correctly, preventing any potential missteps and ensuring your data is handled accurately.