Add People to the Emergency Roster

Estimated Time:

40 minutes

Adding people to the emergency roster can be done through the import spreadsheet or a data integration.

To keep things simple at first, this guide will use the import spreadsheet.

1. Download your blank import spreadsheet (sent to your team admin via email)
   
   
2. Identify 3 to 5 people that won’t mind you sending them a couple of text messages and emails during your system test
   1. If you choose to (recommended), this system test can send messages to the people involved.  It is good practice to notify them that we will be sending them messages beforehand.  In this guide, we will notify them of this through the app.
      
      
   2. Alternatively, you can leave the phone and email columns blank to prevent messages from being sent to them.  We will also do this in this guide to have more people on your emergency roster to account for inside of the app.
      
      
3. Add the following example data to the spreadsheet:
   
   
   1. Site tab= your site name
      
      eg: “123_Main_St”, “123 Main St.” or “Los Angeles”
      
      Copy-paste: 123_Main_St

1. Structures tab = divides a Site into smaller groups
   
   eg: “System_Test”, “BLD1”, “Zone A”
   
   Copy-paste: System_Test
   
   
   1. Click into cell C2, a dropdown arrow appears, select your Site from the dropdown menu
      
      

1. Contacts tab = the people on your emergency roster
   
   
   1. Add yourself with the email you used to register in Step 1
      1. Add values for the Full Name, Primary Structure, Cell Number, Email.  The Manager and other columns can be left blank.
         
         
   2. Add the 3 to 5 real people for your system test
      1. Add values for the Full Name, Primary Structure, Cell Number, Email, and Manager columns.  The other columns can be left blank.
         
         
      2. Set the Manager column to yourself

1. Add some more mock data to have your roster feel real inside the app

Copy-Paste (don’t include header row):

Full Name	Primary Structure
Bill Lumbergh	System_Test
Bob Porter	System_Test
Bob Slydell	System_Test
Bob Smith	System_Test
Milton Waddams	System_Test

1. Assign the Manager column to yourself
   
   

1. Groups tab = leave blank
   
   
2. Group Members tab = leave blank
   
   
3. Roles tab = assign access to features of the app
   
   Set Global Group Leader and Global Admin roles to yourself and anyone else that will be opening the app when conducting the system test with you.
   
   
   1. Click in cell A2, a dropdown menu will appear, select your name
   2. Click in cell B2, a dropdown menu will appear, select Global Group Leader
   3. Copy-paste that row down for the number of rows you need
   4. Set a role of Global Group Leader and Global Admin for each person that will be signing in to use the app for your system test
      
      

1. About tab - do not edit
   
   

1. Save your changes in the Excel spreadsheet
   
   
2. Email your spreadsheet to the automated import system import@headcount.io
   1. Create a new email message
   2. Set the “To” field to import@headcount.io
   3. (Optional) Set the “From” field to the version of your email address that matches the one you registered with in Step 1.
   4. Attach the import spreadsheet
   5. Subject and Body can be left blank
   6. Send
      
      
3. Wait for validation results (~2 min)
   
   
4. If validation passes, continue to #9.
   
   
   1. Example email that an import passes validation:

1. If validation fails, see the error message(s), update your spreadsheet, and resend the email with the new, updated spreadsheet.
   
   
   1. Example email that an import failed validation:

1. Go to the Admin > Employees screen to see your emergency roster inside of Headcount.  If you had this screen open before your import, you may need to refresh your screen.

For more detailed instructions on using the import spreadsheet see the import spreadsheet training video (20 mins) and detailed how-to guide on the import spreadsheet.

 

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Support

If you get stuck at any point, please contact support@headcount.io with a detailed description of the issue.

Expect a reply to your email within 24 hours.

If you need more immediate assistance, contact your Headcount rep directly.

 

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Next: App Installation & Web Access