Tips on importing
Tips on how to populate and import people in bulk, quickly.
Go back to this page to check the required fields.
The easiest way to populate the import spreadsheet is to start by requesting the below information from your HR team, and ask them to share this with you in a spreadsheet:
Name
Surname
Email Address – This must be unique.
Contact Number – This must be unique.
Job Title
Team
Ask if your HR team is happy to provide the additional information in italics also. This may not be authorised to be shared depending on your internal data protection guidance:
Medical information
Date of Birth
Home address
Vehicle details
Emergency Contacts
TOP TIP: If you are unable to collect a spreadsheet from a central team, we recommend sending an online form requesting this information from team managers. Forms will usually collect information into a spreadsheet for you, though this method will take more time. Remember to set and follow up on deadlines to reduce delay.
Once you have this information, collect risk assessments by job role from your Health & Safety team.
Enter collected personal data into the correct columns of the import spreadsheet:
Email Address
Contact Number
Select a primary number for all people.
Select Peoplesafe RoleFilter the spreadsheet by job title. This will help you identify which role to select and who to provide access to. Select ‘Yes’ on the role you would like to select and ‘No’ on the roles they do not have.
Filter the User role to ‘Yes’ then update the sex assigned at birth to the correct option, if unknown, select other.
Choose Nexus AccessFilter the Admin role to look at those with yes and select ‘Has Portal Access’ to ‘Yes’. Repeat with any Managers or other people who require access.
Filter any app subscriptions, all those with Pro or SOS must have a Peoplesafe login. Select Nexus Access as ‘Yes’ for all app users.
App AccessIf your users will be using Peoplesafe Applications also Select Pro or SOS under app subscription. Check your order if you are unsure of which subscription to choose.
Reviewing Required fields Filter by role (Admin/Manager/Escalation Contact/User) and check if you have successfully completed all required information.
In bulkFilter by Job title and select the most relevant descriptive job role.
Filter by Job title and review the risk assessments for that job role, selecting the risk profiles that are most relevant. Drag down to all people with this same job title. Repeat until all job titles are completed.
By individualIf you were successful in collecting information personal to the user, enter this in the relevant fields by filtering by name and copying it across.
Save the spreadsheet and import it into Nexus.
