Adding or editing employees
In the Employees menu item, you can manage your organization's employee database. Depending on your settings, this data is updated via an automatic import, or you must edit or create it manually.
If your organization uses an automatic import, manually added data may be overwritten. You can then update the data via the external employee file.
Preparation
- If you are going to add one employee, make sure you have access to their details.
- Check the field layout before generating a CSV file to import multiple employees. This ensures that all data is placed in the correct columns. You can check this by clicking the 'Import employees' button in the employee overview and then opening 'Field layout'.
- Think in advance about a role for the new employee.
- Check if a job profile has already been set up that matches the role. This allows you to create a role quickly and easily.
Adding one employee
Use this option if you want to add one employee and are not using an automatic import. Navigate to Application Management / Organization / Employees.
You can add an employee by clicking 'Add' at the top of the overview.
Fill in all required fields (identifiable by the asterisk). The password is not mandatory. The employee can set this themselves when logging in for the first time. At the top, you can click 'Save' to add the employee. You will now be directed to a page where you can immediately add a role to the new employee.
You can base a role on a job profile or on a permissions set. If you choose the 'job profile' option, you can select 'Save' after selecting the organizational unit. If you choose a permissions set, click 'Continue'. You will then need to follow the steps to set up the role permissions. Once these have been set up, the role will be created and you will return to the employee overview.
Are you receiving an error message when saving due to an already used email address? Then go back to the employee overview and use the filters to search for this email address.
Attention! Make sure you select 'view' at the bottom of the filters to show employee accounts that are already inactive in Spend Cloud. Edit the found account and remove the email address.
Manual import of the employee file
Use this option if you want to add multiple employees and are not using an automatic import. Generate a CSV file from the software package where you manage all your organization's employees and navigate to Application Management / Organization / Employees.
- Click on 'Import employees' at the top of this overview.
- Click on 'Browse', locate the relevant file, and click on 'Open'.
- Confirm the import by clicking on 'Import'.
If you receive an error message, double-check the field layout and whether all data in the CSV file has been placed in the correct column.
Automatic import of the employee file
With this option, employee data from another software package is automatically imported into Spend Cloud.
Our Support department or one of our consultants will set up the automatic import for your organization. Afterward, the employee overview in Spend Cloud will be automatically updated at a given time. The time at which the file is imported is set using an import schedule. To view this, navigate to Application Management / General / Import Schedule. Read more about import schedules here .
In the import schedule, you can specify that a reporting email is sent as soon as the file has been imported. This way, you stay informed about when the employee overview has been updated.
Don't forget to set a role for the new employee.
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