Summary
Populating your organization in Blissbook allows you to easily share your handbook(s) with everyone at your company and makes it easy to see who has and who hasn't signed their acknowledgement.
Uploading an employee list .csv file synchronizes your organization in Blissbook with that file. It is a full file sync. People on the list who aren't in Blissbook will be added to your organization, and those not on the list who are currently in Blissbook will be archived. Groups receive the same treatment. This means you should always sync a full file that includes all of those who should have an active Blissbook account.
Upload
To upload your employee list file, go to your Organization page: click EMPLOYEES in the side nav, then on the Employee List tab click the "Add or Import" button, then choose Import Members via CSV.
If you do not see this button, someone may have already installed an automated sync. Click the EMPLOYEE LIST SYNC tab to check that. You can find your credentials or uninstall the automated sync by clicking the Update button.
Note: If you are setting up an automated sync, you can verify that it worked by going to your Employees page. If your SFTP sync was successful, you'll see a timestamp of the upload in the top right corner and you will see your full list of employees.
General Notes
Before we link to the templates that you should base your .csv upload file on, here are some general notes:
Make sure your column headers match what's in the template file exactly.
The only required columns are Email Address and Name - every row (person) must have these.
Employee ID is highly recommended. It prevents an employee from being archived and then created as a new person if their name or email address changes. Duplicate IDs are not allowed. Note: this field is a string, not a number, which means "000512" is not interchangeable with "512". Pick one format and stick with it.
If you want Blissbook to handle rehires, then you should include a Latest Hire Date column. Rehires get asked to sign your handbook again even if they've already signed it.
Employee data in Blissbook is encoded as UTF-8, so special characters with åčçęñtś and what not should appear as expected as long as they're encoded that way on the file.
Groups
Using Groups makes it easy to personalize content for employees - for example if you have a California addendum or other policies that only apply to specific groups of people. Just add employees to a Group and then on the policy or chapter, choose which Group(s) can see that content.
Groups are optional. If you use them, you may list as many for an employee as you'd like - simply add them in a new column on that person's row. You do not need a duplicate or separate Group/Group2/etc. header for those additional group columns.
Groups work like tags/labels. They're a list of individual values for each user record. They are not a key:value pair. This is why the values all get listed under a "Group" or "Groups" column header in your file, and is why your file should not have a unique column header for each group (e.g. State, Department, Status, etc.). The ability to send us key:value pairs is a future feature on our roadmap.
If you're using an automation system (e.g. Microsoft Power Automate) to generate your data, you may be required to have a header for each column. In that case, use "Group 1", "Group 2", etc.
Rehires
If your company is larger and/or rehires employees often, you will want to include the optional "Latest Hire Date" column on your file. Blissbook uses this field to determine if a new employee is a rehire. Rehires are prompted (and emailed if you have auto emails turned on) to sign and/or view a handbook again even if they've already signed and/or viewed that handbook.
This date should be whatever the latest hired date is for an employee. If they've never been rehired, it would be their original hire date. If this field is left blank for an employee, their hire date will be the day they were originally added to Blissbook.
You have 3 options for the format of Latest Hire Date: YYYY-MM-DD, M/D/YYYY, or MM/DD/YYYY.
If you have any questions about how this field works, please contact us.
Managers
Sometimes managers need to be involved in the employee handbook process. With Blissbook's automated manager escalation functionality, you can CC managers on automated reminders, view documentation for a specific manager's staff, and even allow managers to access & print documentation for their staff.
To enable automated manager escalation you must tell Blissbook who each employee's manager is. Do this via file sync by adding a column with a header called "Manager", and in that column provide the employee ID for each employee's manager. If your organization has any co-manager situations, you can have multiple columns (e.g. "Manager 1", "Manager 2", etc.).
Download a template file that includes the Manager.
Automation
Hey, want to automate your file sync? We've got you covered!