People Import — Admin Guide

The Admin → People Import tab onboards employees and their logins from one workbook — one hire or a whole roster. Everything a person needs to be set up correctly goes in once: leave plans, contract labor categories, charge authorizations, timesheet supervisor, legal entity, login. Nothing is written until every row passes, and every problem is reported at once with the person, the column, what was entered and what would be valid.

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Part 0 — When to use it, and when not to

Use People Import when you are adding people faster than one screen at a time is reasonable: a new hire who needs six things set up, a wave of hires, or the first load of a whole company. Use it also for a bulk edit — assigning every employee an Employee ID, filling in work states — by downloading the copy that already carries the roster.

It is for employees and logins. Subcontractors are a different population on the subcontractor portal and never go through this sheet. Pay rates are never on the sheet either: they come from your payroll system only.

Getting people into the system correctly is the first job of an ERP — timekeeping, billing, indirect rates and the labor half of the income statement all derive from the roster. That is why this tab refuses rather than guesses.

Part 1 — Get this tenant's workbook

The workbook is generated for your tenant at the moment you download it, so every dropdown in it offers only what exists here: your leave plans (one column per leave family — PTO, Sick Leave, and so on), your active contracts and their labor categories, your indirect pools, your legal entities, your roles and divisions. The card above the buttons says exactly what it will carry, and calls out any list that is empty — an empty dropdown is something to fix under Admin first (add the contract, the leave plan, the role), not discover in the cell.

The same card tells you which mode the sheet is in:

• Payroll feed connected — your payroll feed carries names, employment types and hire and termination dates. Those columns are optional on the sheet; fill them only for someone the feed has not sent yet. A value that disagrees with the feed on a synced person is reported and not written — fix it in payroll.
• No payroll feed — the sheet carries everything about a new hire, including name, employment type and hire date, and those columns are required.

Two downloads:

• Blank workbook download — for new people. The People sheet is empty apart from the header, a description row and a highlighted example row.
• Roster workbook download — the same workbook with every current employee already on the People sheet, for filling in what is missing.

Download a fresh copy after you add a contract, a leave plan or a role; an older copy does not know about it and will refuse the value.

Filling it in

• Every person is one row on the People sheet. Pick the Person type first — Employee + login, Employee only, or Login only — because it decides which columns apply. A cell that does not apply to that type must stay blank; a value in one is refused, because it means the row was misunderstood.
• Employee ID is your company's own id for the person, exactly as your records show it. With the Work email it is how Arcvue recognizes someone already on file (Part 3).
• Blank means leave alone. Uploading the same file twice changes nothing. To change someone's email or Employee ID, put what Arcvue has today in the Previous email or Previous Employee ID column.
• Contract labor categories, charge authorizations and SCA coverage repeat per person, so they live on their own sheets keyed by Employee ID — one row per assignment.
• Delete the highlighted example row before uploading. If it is still there the upload refuses it by name rather than quietly skipping it.

Part 2 — Upload and review

Choose the file with Choose the .xlsx you filled in and press Workbook review. Review reads every row and writes nothing. If the file is not this template — another system's export, an older template version, a renamed column — it is refused before any row is read, and the reasons are listed under the upload.

The review shows six counts (rows, new, to update, unchanged, refused, warnings) and a table with one line per row, refused rows first:

• Sheet — which sheet the row is on.
• Row — the row number as Excel shows it, so you can go straight to the cell.
• Person — who the row is about.
• Result — New: nobody on file matches, this creates them. Update: the Employee ID and the email both match one person and something differs. Unchanged: already exactly like this. Refused: the row cannot be imported.
• Detail — for a refused row, each problem naming the column, what was entered, why it is rejected and what would be valid. For a new or updated row, what will be written. An amber line is a warning: legal to save, but something will break later unless it is set up — time that cannot post without a charge authorization, leave that will not accrue without a plan, timesheets nobody approves without a supervisor.

Reviewed workbook download hands you back your own file with a Result column on every sheet, the offending cells highlighted and a summary sheet in front. Fix the cells in place and upload it again; the Result column is ignored on the way back in. Start over clears the file and the review.

Part 3 — How a row finds the person it is about

Arcvue looks a row up by both the Employee ID and the work email, independently:

Employee ID finds	Email finds	Result
nobody	nobody	a new person
the same person	the same person	that person is updated
Jim	Sarah	refused — one of them is wrong
Jim	nobody	refused — unless Previous email names Jim's current email (an email change)
nobody	Jim, who has no Employee ID yet	Jim is updated and given the ID
nobody	Jim, who has a different ID	refused — unless Previous Employee ID names it (a renumbering)

This is what makes a pasted-down row with a stale Employee ID harmless: it is refused with a sentence saying who each key points to, instead of quietly updating the wrong person. Two rows in one file sharing an Employee ID, an email or a username are always refused, naming each other.

Logins are checked the same way: a username already on file with a different email is refused, and so is a new username whose email already belongs to another login — a work email belongs to one login, because it is how a login finds its employee record.

Part 4 — Apply

Applying is possible only when no row is refused. If any row carries a warning, tick Warning acknowledgment first — it says you have read the warnings and will set up what they name afterwards; leaving it unticked and fixing the workbook is the better path when you can. Then press Import.

The file is checked once more at that moment. If the roster changed since the review, you see the fresh verdict instead of an import. Everything a row reaches is written together — employee record, leave plans, labor categories, charge authorizations, SCA statements, supervisor — or nothing is. Logins are then created through the same path Admin → Users uses, under your name, and each person is emailed an invitation carrying a one-time password. Nobody else ever sees that password: at their first sign-in they set up two-step verification and then choose their own. If one login cannot be created the employee record still lands, the table says so, and uploading the same workbook again retries only the login.

Only one import runs per tenant at a time. If a colleague is mid-import you are told to wait a minute; rows their file already loaded will then read as unchanged in yours.

Another workbook clears the screen for the next file.

Part 5 — What is deliberately not here

• Pay rates. Salary and hourly rate come from the payroll adapter only.
• Changing a labor category on a contract the person already bills. That re-prices their hours, so it lives on Contracts → Roster → Reassign, which checks invoiced periods and authority. The sheet assigns initial categories.
• MFA settings and anything device-generated.
• Subcontractors. See the subcontractor portal guide.