Coursy User Manual

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  10. Adding Employees

Adding Employees

You need to have the Manage employees privilege to add employees.

Adding employees manually

Before you start adding the employee, make sure that the data about their position (department, role, and level) is already in the system.

Menu item: Employees > Employees

  1. Click Add employee
  2. Choose the site or sites at which the employee works
  3. If you are a company manager (i.e., you have the Company manage privilege), then you can give the employee the following roles:
    1. Direct manager. You can also choose whether the direct manager can add new employees to the system or not
    2. Trainer
    3. Company manager
  4. Enter the employee’s first and last name
  5. Choose the country
  6. Select the employee’s preferred language
  7. (Optional) change the employee’s time zone
  8. Enter the employee’s personal code and/or their e-mail address
    1. Either the personal code or email of the employee must be added to the system as one of them will be used as the ID of the employee in the system
  9. (Optional) enter the employee’s phone number
  10. Choose the employee’s department, role, and level from the drop-down menus
  11. (Optional) add a direct manager for the employee
    1. To add the direct manager, start writing their name and choose it from the drop-down menu. This drop-down menu only displays users who have the Direct Manager role. Therefore, if You can’t find the user whom You wish to add as a direct manager, then please check whether the user has the Direct Manager role or not.
  12. Enter the date when the employee started working at Your company
  13. (Optional) add an inactivity period for the employee
    1. Inactive employees cannot log into Coursy TMS or the Employee Portal
  14. (Optional) Extra action – you can check the checkbox to send Employee portal account activation e-mail to the employee at once
  15. Click Add

Importing employees

Menu item: Employees > Import employees

  1. Prepare the file for importing employees.
  2. Click Upload template to browse your computer and find the file for importing employees
  3. Click Import

The file for importing employees

You can use .xls or .xlsx file formats and the columns should be in the order specified in the table below. The values in the Field column represent the titles of each column in the Excel file.

NB! Do not change the order of the columns. Format cells as “text” to avoid errors.

Screenshot of a sample file for importing employees (template):

Field
Mandatory
Description
First name yes Employee first name
Last name yes Employee last name
Language yes The employee’s preferred language
Country yes The two-letter country code. For example, EE for Estonia, LV for Latvia
Personal code yes/no Employee national identification number. Either the personal code or email of the employee should be added to the system as one of them will be used as the ID of the employee in the system
E-mail yes/no Employee email address for system notifications and emails. Either the personal code or email of the employee must be added to the system as one of them will be used as the ID of the employee in the system
Phone no Employee phone number
Working since yes Date of commencing to work. The date must be in the following format: DD.MM.YYYY
Inactive from date no Start date of a longer inactivity period for the employee such as parental leave or a longer sick leave. The date must be in the following format: DD.MM.YYYY
Inactive until date no The end date of a longer inactivity period. The date must be in the following format: DD.MM.YYYY
Direct Manager no The email address of the employee’s direct manager. If the employee has multiple direct managers, then use a comma-separated list
Department yes

The department or unit in which the employee works

The employee can have multiple sets of DRL (department-role-level) combinations if their work requires so. For example, a person can work as a sales manager and also be a board member at the same time. In such a case, fill in multiple rows with the same employee’s personal data but write a different department, role, and level
Role yes

Employee position

The employee can have multiple sets of DRL (department-role-level) combinations if their work requires so. For example, a person can work as a sales manager and also be a board member at the same time. In such a case, fill in multiple rows with the same employee’s personal data but write a different department, role, and level
Level yes

Employee level

The employee can have multiple sets of DRL (department-role-level) combinations if their work requires so. For example, a person can work as a sales manager and also be a board member at the same time. In such a case, fill in multiple rows with the same employee’s personal data but write a different department, role, and level
Site yes The site or sites where the employee works at. If the employee works at multiple sites, then use a comma-separated list
isTrainer no

Write “Yes” if you wish to give the employee the Trainer role.

NB! Only users with the Company manage privilege can give employees the Trainer role.