Import Employees Legend

To access a text file that contains all of the field names listed below, click here.

Account Status - Active or Inactive. An Employee may be an inactive status if they are on leave, but are planning on returning to work. Inactive employees are still counted against your license account, but they are excluded from dashboard and pie charts. Also, inactive employees cannot log into the system. Reports, by default, include active and inactive employees, but you can set a filter to exclude inactive employees.

Can Change Password - Yes or No. Certain companies may wish to have their Employees provide the TRACCESS Administrator their password, and have it kept on a spreadsheet. If the Employee was to forget their password, the TRACCESS Administrator could consult the spreadsheet and inform the Employee. In this case, you would want to set the Can Change Password to No.

Default Language - If your implementation currently contains more than one language, specific Employees may understand their learning in another language. If this is the case, the Default Language field would specify the language that the program will display for the particular Employee. There are currently 6 language packs.  In order to import a default language, you must use either the language ID (integer number), the language code, or the language name.  These values are listed below.  Please note:  It is much easier to use the language ID or the language code than the language name.  For example, changing someone's default language to Chinese requires that you enter 汉语[Chinese] into your spreadsheet.


Email Address - In TRACCESS CI, email addresses are used with several pieces of functionality including: Messaging and Feedback, Events, Report Generation, Import/ Export. If a valid email address is not entered into an Employee profile, the person name is selected, the message is generated, but it will not be sent anywhere.

Employee ID - This field must be unique in the system.

Employee Number

First Name

Middle Name

Last Name

Maximum Reports Override - Every Employee in the system has the ability to create a default number of reports. This number is set to maximize the performance of the database, and prevent too many reports from being generated. Setting this default value is done in the Tools/ System Options/ Report tab. However, the role of certain individuals may involve generating reports on a regular basis. If this is the case, you can allow these people the right to generate more reports.

Must Change Password - Yes or No. When a new Employee is created in the system, you may wish to force them to change their password at the next login. Once they have changed their password, this property will automatically change to No.

Password - In the Properties section, when an Employee is selected, this field will always appear with *****s. However, the import allows Passwords to be entered. Once they are entered, the field will automatically be encrypted.

Password Duration - Some companies require that all passwords be changed on a regular basis, and these changes often coincide with their network password change. If this is the case, this field will contain a value that is measured in days. If you are not required to change your TRACCESS Password, this field should be set to zero.

Picture - This column is used to identify a file to be used for the Employee Picture on the Profile page. All of the most common image formats are supported, such as TIF, JPG, PNG, and GIF.

A file path must be indicated to import the picture(s). This can be done in a couple of different ways:

For example, each row would indicate a file path such as C:\employees\files\profiles\pictures\smith_john.jpg

For example, if the path indicated is C:\employees\files\profiles\pictures\, each row must indicate the file name for each picture such as "smith_john.jpg."

All files in the supplemental directory and subdirectories will be uploaded to the TRACCESS server. If the image files are missing or if permission to access them is denied, a warning will be indicated in the log file, but the rest of the import file will still go into the database.

File Path Format - The path can be UNC or local; however, for an Event, the path must be UNC, so that the files can be retrieved from the server.

Removing Pictures - This column can also be used to clear Employee Pictures by entering a dash symbol " - " into the rows of the Picture column.

Preferred Paper Type - 8 1/2 x 11 or A4. Depending on your geographic location, any reports that you may wish to print will use a particular paper format.

Primary Process - Depending on the Processes that an Employee can access through their Organization Unit memberships, each Employee can be assigned a Primary Process. The name of the Primary Process will appear in this field.

Membership -  This column is for the addition/ removal of employees to/ from Organization Units.



Sample Structure


Addition of Employee Roles

To add an employee to an Org. Unit

<Org. Unit>;Learner

North America;Learner


To add an employee to a nested Org. Unit (Org. Units are separated by periods ".")

<Org. Unit>.<2nd Org. Unit>.<3rd Org. Unit>;Learner

North America.Canada.Alberta.Edmonton;Learner


To add an employee to the system as two roles (must contain Org Unit;Role pair separated by another semi-colon (;))

<Org. Unit>;Supervisor;<Org Unit>.<2nd Org Unit>.<3rd Org Unit>;Learner

North America;Supervisor;North America.Canada.Alberta.Edmonton;Learner

Removal of Employee Roles

To remove a specific role from an Org Unit

<Org. Unit>;- Learner

North America;- Learner


To remove all roles from an Org. Unit

<Org. Unit>;- *

North America;- *


To remove all roles from all Org. Units

*;- *

*;- *

Creating Org Units


  • the Org Unit does not exist and is added to the Membership column

  • the Allow Org Units to be created has been enabled on the Maintenance/ Batch Processing/ Import Employees dialog

  • the Create/ Edit Organization Structure has been enabled for this person's role in their Role Permission Set.

then the Organization Unit will be created with the Employee in the role that has been indicated next to the Organization Unit name.