Managing the People Lookup

Managing the People Lookup

The People Lookup is your organization’s directory of employee information. Once populated, this data will be available on incident forms to easily identify employees involved in or witnessing an incident.

Uploading Your Employee List to the People Lookup

  1. Navigate to the People Lookup tab in the Incidents module.

  2. Click Add People and follow the on-screen instructions to upload your employee list.

  3. Use the provided .csv template to ensure your data is correctly formatted.

Preparing Your .CSV File

  • Required fields:

    • Employee ID

    • First Name

    • Last Name

  • Optional fields:
    You may include additional information such as Sex, Category, or Dates.

    • Sex:

      • Entries like M, Man, Men, Male will be standardized to M.

      • Entries like W, Woman, Women, Female will be standardized to F.

    • Category:
      Must be one of the following (case-insensitive):
      Full Time, Part Time, Supervised Contractor, or Non Reportable.

    • Dates:
      You’ll be able to select your preferred date format from a dropdown list during upload.

Date Formatting Tips

  • Spreadsheet programs (like Excel) may display dates differently than they’re stored. To verify, open the .csv file in a text editor such as Notepad.

  • Both / and - separators are supported.

  • Ensure your date format matches how dates are displayed — e.g., if March appears as 03, use MM; if it appears as 3, use M.

Updating an Existing List

If you’re uploading a new file to replace or update an existing list:

  • People on the new list but not on the original will be added.

  • People appearing on both lists will be retained and updated.

  • For people on the original list but not in the new one, you’ll be prompted to keep or delete them.

    • If this is your first upload, you can select either option.

Final Steps

  • If no errors are detected, proceed to update your People Lookup.

  • If errors are found, they will be highlighted for you. You can correct them directly in the help screens or update your .csv file and try again.


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