Key Features of the Individuals Upload Process

1. Adding New Individuals:
• Any individuals in the uploaded XLS file who are not already in ChangePlan will be added to the system, provided they have a unique email address that doesn’t already exist in ChangePlan.

2. Handling Existing Individuals:
• Individuals not listed in the XLS: Existing individuals in ChangePlan who are not included in the uploaded XLS remain in the system by default.
• Option to Remove Missing Individuals: During the upload process, the admin will be informed if there are individuals in ChangePlan who are not in the uploaded XLS. Admins can choose to:
• Ignore: Leave these records unchanged.
• Show List: Display a list of missing individuals for review.
• Delete: Remove these individuals with a second confirmation step:

Warning: "This action will remove the records of these individuals from the system and cannot be reversed. (Cancel/Continue)"

3. Updating Existing Individuals:
• Job Title Changes: If the XLS includes a job title update for an existing individual, a prompt will appear asking whether to update the job title.
• Org Chart Group Changes: If an individual's org chart group has changed, a prompt will ask if you want to update their current information.

Important Behaviors Related to Org Chart Data

1. Inheriting Org Chart Details:
• Automatic Updates Not Applied: Individuals added to a new org chart group are not automatically added to the initiatives, impacts, and activities that the org chart group is linked to. You must manually add these individuals to relevant initiatives and activities if required.
• Matching Org Chart Groups: All org chart group data in the XLS must match existing groups in ChangePlan. If there are discrepancies:
• An error prompt will notify you that the specified org chart group does not exist in the system.
• Org Chart Group Renaming: Currently, there is no automated way to detect renaming of org chart groups. Contact support for assistance if needed.

Steps for Uploading the Updated XLS

1. Prepare the XLS File:
• Ensure all rows include a valid email address for each individual.
• Verify that org chart group names in the XLS match those in ChangePlan.
• Standardize job titles, org chart groups, and other details to avoid errors during upload.

2. Navigate to the Individuals Upload:
• Go to Audience > Individuals > Import.
• Download the template file if needed, and copy data from your source file into the template.

3. Upload the XLS File:
• Select the prepared file and upload it into the system.
• Use the system prompts to address discrepancies, such as:
• Updating job titles or org chart groups.
• Reviewing and optionally deleting missing individuals.

4. Review Prompts and Confirm Updates:
• A prompt will display any differences in existing records, allowing you to:
• Update current details for each individual manually.
• Batch update all records in a single step.

After the Upload

• Successful Upload Confirmation:
• A confirmation screen will display a list of successfully uploaded individuals.
• You’ll also see a report summarizing changes made during the upload process.

• Handling Errors:
• The upload will fail for any of the following reasons:
• Missing or Invalid Email Address: Ensure all rows include a valid email address.
• Invalid Org Chart Group: Ensure that all org chart groups in the XLS file exist in ChangePlan.

Pro Tips for a Smooth Upload Process

• Use the Preview Feature: Review discrepancies and errors before finalizing the upload.

• Clean Your Data: Eliminate duplicates, blanks, and inconsistencies in your file to avoid unnecessary errors.

• Batch Upload Large Files: For files with over 1,000 records, split them into smaller batches for better performance.