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📥 ChangePlan Import FAQs

📥 ChangePlan Import FAQs

This guide answers frequently asked questions about importing data into ChangePlan — including org charts, individuals, custom groups, impacts, activities, and risks. Use it to prepare your files accurately, avoid common errors, and understand the impact of updates.

🔹 What data can I import into ChangePlan?

Data Type
Use Case
Where?
Audience: Org Charts
Build your org chart’s hierarchical structure (e.g. Division > Dept > Team)
Settings page (admin only)
Audience: Individuals
Bring in your employee list, Individuals can be attached to their org chart groups
All Initiatives > Audience page
Audience: Custom Groups
Create when there are groups of people that don’t align with your org chart Individuals can be attached to multiple custom groups
All Initiatives > Audience page
Impacts
Bulk upload change impacts Each impact can specify the org chart groups & individuals affected along with the impact level (low, medium, high)
Initiative Impacts page
Activities
Import change management activity events including communications, training, engagements and other tasks
Initiative Activities page
Risks
Document change management related risks to the initiative’s success and assign ownership
Initiative Risks page

🔹 Where do I find the import templates?

To Import…
Go To…
Org Chart
Settings → Org Chart → Setup Org Chart button
Individuals
All Initiatives → Audiences → Individuals → Import button (top right)
Custom Groups
All Initiatives → Audiences → Custom Groups → Import button (top right)
Impacts
[Your Initiative] → Impacts → Import button (top right)
Activities
[Your Initiative] → Activities → Import button (top right)
Risks
[Your Initiative] → Risks → Import button (top right)

🔹 How do I prepare files for import?

  1. Use the templates provided — do not rename or rearrange columns.
  1. Match all values exactly (e.g. group names, impact types, risk categories).
  1. Avoid trailing or leading spaces in any field.
  1. Avoid blank cells in required columns.
  1. Save files as .xlsx.
  1. Always export your current data before importing updates for comparison.

🔹 How do I import org charts?

There are two workflows:

🟢 Initial Org Chart Setup

  1. Go to Settings > Org Chart > Setup Org Chart.
  1. Download and fill in the XLSX template.
  1. Include all hierarchical levels and group names.
  1. Upload and confirm.
Outcome: This creates your organizational structure. These groups become assignable to individuals and initiatives.

🔁 Updating the Org Chart

  1. Go to Audiences > Org Chart > Update Org Chart and download the template.
  1. Populate with the updated org groups
  1. Return to Settings > Org Chart > Update Org Chart.
  1. Upload the file.
Important:
  • Individuals assigned to removed groups will be unassigned.
  • The system will prompt you to reallocate or confirm the removal of defunct groups.

🔹 How do I import individuals?

  1. Go to Audiences > Individuals > Import Individuals.
  1. Download the template.
  1. Complete the file:
      • Include name, email, group path, and other required fields.
  1. Upload and confirm.
Tip: Match org group names exactly. Use filters to find and manage unassigned individuals after import.

🔹 How do I import change impacts?

  1. Add relevant org chart groups to the initiative’s Audience tab.
  1. Go to Impacts > Import Impacts.
  1. Complete the Excel template:
      • Type, Change Description, Impact on Audience
      • Org Chart Group using full path format (e.g. “Sales > Region > East”)
      • Optional: Owner, Start Date, End Date
  1. Ensure the text in the ‘Type’ column exactly matches on of the Impact categories (visible in the Add Impact popup in the Impacts page)
  1. Upload and confirm.

🔹 How do I import activities?

  1. Go to the initiative’s Activities tab.
  1. Click Import Activities and download the template.
  1. Complete:
      • Title, Category, Audience, Due Date, Owner
  1. Upload the file.
Note: Imported activities can be later linked to risks or used in communications.

🔹 How do I import risks?

  1. Go to the initiative’s Risks tab.
  1. Click Import Risks and download the template.
  1. Complete:
      • Type, Date Raised, Description, Probability, Scale
      • Optional: Owner, Mitigating Activities, Notes
  1. Upload and confirm.
Cautions:
  • Risk categories and scales must match your configuration.
  • Owner emails must match existing individuals.
  • Activity names must match to link successfully as mitigations.

🔹 Can imported activities be linked to risks?

Yes. After importing activities:
  • Navigate to the Risks tab.
  • Click Edit on a risk and select from the initiative’s list of activities.
This links mitigation efforts to specific risks, supporting tracking and accountability.

🔹 How do I update or replace custom group members?

  1. Go to Audiences > Custom Groups > [Your Group].
  1. Click Details > Upload XLS.
  1. Choose to either:
      • Add to list — append new members
      • Replace list — overwrite existing members
  1. Upload your file.
Note: All individuals must already exist in ChangePlan.

🔹 How do I clean up or remove individuals?

  • Export and label individuals in Excel (e.g. “To Be Deleted”).
  • Re-import and use filters in-app to locate them.
  • Delete manually from the system.
Tip: Individuals unassigned from groups during re-import will remain in the system and can be reviewed separately.

✅ Quick Tips & Best Practices

☝️ Always download the latest import template
☝️ Avoid trailing or leading spaces in all values
☝️ Match group names and category labels exactly
☝️ Use Excel filters and validation to catch errors early
☝️ Preview changes before confirming imports
☝️ Communicate imports with your team to avoid conflicts
☝️ Export existing data before major updates
Need help? Contact support@changeplan.co or visit support.changeplan.co
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