Adding and Importing People

There are 5 methods for adding people to GideonSoft:

• • Use a Join Code (Instance level only)
  • Send Email Invitations (Instance level only)
  • Enter Manually
  • Import Spreadsheet
  • Import from another Instance (Instance level only)

 

Use a Join Code (Instance level only)

This approach allows you to share a URL and code with people you want to join the Instance. Once they submit their information, you can then accept or decline their request. You can also edit the information they use to join. Adding people via a join code allows new users to enter their own data, taking the burden off administrators.

• If multiple categories are available*, a category dropdown will be displayed before showing the URL/code and QR code.
• Registration Page … This is the URL for people to join
• Join Code … The format of a join code will always be a letter followed by 4 numbers. It will be unique within the organization.
  • By default, the Join code is enabled, but can be disabled at any time.
  • A QR code will be generated that when scanned, will navigate the new user to the join page without having to enter the code.
  • Anyone navigating to the listed URL and entering the code will be able to fill out the form.
  • All form submissions must be approved by the administrator.
• Launch KIOSK Mode …. Clicking on this link will open the join page in a new window. This is perfect for a classroom setting where everyone lines up and one by one fills out a form and submit. The form will take new user submissions until the Done button is clicked.

 

After someone fills out and submits the form, if the action was completed by someone outside of GideonSoft, the entry will have to be approved before going into review. See Review and Approve New People.

(If the Join Code option is not available, contact your GideonSoft administrator.)

 

Send Email Invitations (Instance level only)

This is a fairly straightforward option.

• Email Addresses … Enter the email addresses of people who you wish to invite to join GideonSoft. Separate emails using commas, semi-colons or line breaks. If the person’s email already exists in GideonSoft, their name will be added to the import review list automatically.
• Message … You can also customize the message to be sent.
• Click Send.

 

The email recipients will get an email with the link to join, as well as instructions on how to manually join.

(If the Send Email Invitations option is not available, contact your GideonSoft administrator.)

 

Enter Manually

Useful if you only have a handful of people to add.

• Choose category … If in-processing categories are available*, they will be displayed in the dropdown as well as ‘Any User’. ‘Any User’ will use the default settings and fields to add the person to any Role. After selecting a category, the appropriate grid will be displayed below.
• Add New Person … This shows the intake survey for the selected category. Complete the required fields (marked with red), and click Save, or you can save and add another by clicking ‘Save & New’.
• Once you are done and click Save, you’ll see the entry in the grid. You can make changes or even delete the record. The Review button becomes active and displays a badge with the number of people waiting to be reviewed.
• Click Review … Goes to the Review and Approve page. (see Review and Approve New People )

 

Adding People using a Spreadsheet

Import people from a spreadsheet or CSV. We’ll use your spreadsheet to map to the appropriate GideonSoft fields. You can download our template as well.

• Choose category … If in-processing categories are available*, they will be displayed in the dropdown as well as ‘Any User’. ‘Any User’ will use the default settings and fields to add the person to any Role. After selecting a category, the appropriate grid will be displayed below.
• Upload file … After choosing the category, you can drag/drop a file or click the box to select the file to import (CSV or Excel).
• Click here to download a template for importing people (Optional) … This provides a CSV file with 8 columns you can use to fill out and then upload.
• If a custom spreadsheet was added to the category, it will be available to download from this page. Otherwise the generic in-processing CSV will be available.
• Map Columns …
• If the format of the spreadsheet is “known” and already mapped, a preview screen will appear and the user will be able to see the data before importing and even choose which rows to import.
• If the format is not known, the user will have to map the fields. GideonSoft will try it’s best to guess the field type, but the user can provide the correct mapping before continuing. It’ll be saved for future use.
• Click ‘Save & Continue’ when done.
• Import Results … The resulting list of everyone found in the uploaded file will be displayed. By default, every record is selected. Verify the list and click the Add button.

 

When complete, the Review button will be activated with the number of people waiting to be reviewed.

 

Import From Another Instance (Instance level only)

You can bring in people from another Instance or from anywhere within the organization. In-processing categories are not used for this method.

• You can filter by selecting a Module, Instance, Role and/or Status.
• You can search by typing in the ‘Filter by a person’ field.
• If a person has been in multiple instances, the most current instance is selected, but can be changed by selecting it from a drop-down list.
• Select at least one role on the right for all selected users. You can use the “Smart Assign” button to attempt to match roles from the source location to the destination location. This is useful for people not changing roles.
• After all selections have been made, click the Add button.
• The Review button will become active with the number of people waiting to be reviewed. You can either go to Review, or add more people.

 

* Contact your GideonSoft administrator about managing in-processing categories.

 

 

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Version(s): GideonSoft 2021 Release 2 or later