Who this is for: Admins and users who can edit an initiative
Every import in ChangePlan uses an Excel template. This page shows what to put in each one.
Before you import
- Always download the latest template from ChangePlan.
- Keep the template’s columns and headers exactly as they are.
- Save the file as
.xlsx.
- Remove blank rows and any spaces before or after values.
- Dates follow your organisation’s date format setting (dd/mm/yy or mm/dd/yy).
Import order
Each step relies on the data from the step before, so import in this order:
- Org chart
- Individuals
- Custom group members
- Impacts
- Activities
- Risks
Where to find each template
Template | Where to find it | Who uses it |
Org chart | Settings > Org chart > Import | Admins |
Individuals | Audiences > Individuals > Import individuals | Admins and editors |
Custom group members | Audiences > Custom groups > open a group > Upload | Admins and editors |
Impacts | Initiative > Impacts > Import | Initiative editors |
Activities | Initiative > Activities > Import | Initiative editors |
Risks | Initiative > Risks > Import | Initiative editors |
1. Org chart template
Each row is one path through your org chart, from the top level down.
Column | What to enter | Example |
Org level 1, 2, 3… | One group name per level, from the top down. Each row is one path through your org chart | Operations / Customer Service / Contact Centre |
Number of people | Optional. Overrides the headcount ChangePlan works out from the individuals in the group | 120 |
Location | Where the group is based | Brisbane |
Reporting manager | The group leader’s work email address | |
Individuals | Optional. Work emails of the people in this group, separated by commas. Or leave it blank and add people with the individuals template | |
Preferred communication approach | How this group likes to hear about change | Weekly team meeting |
Notes | Anything else that helps the change team | Rosters change monthly |
- Every group name must be unique, even across levels.
- Export your current org chart before updating it.
2. Individuals template
Each row is one person.
Column | What to enter | Example | Required? |
First name | The person’s first name | Maria | Yes |
Last name | The person’s last name | Santos | Yes |
Email address | Their work email. ChangePlan uses it to recognise each person, so every row needs a different one | Yes | |
Job title | Their current role | Training Coordinator | No |
Org level 1, 2, 3… | Where they sit in your org chart, one level per column, from the top down. Names must match your org groups exactly | Operations / Customer Service / Contact Centre | Recommended |
Location | Office, city or site | Brisbane | No |
Employee ID | The ID from your HR system | 100482 | No |
Reporting manager | Their manager’s work email address | No | |
Preferred communication approach | How they like to hear about change | Team huddle | No |
Notes | Anything else that helps the change team | Works Mon to Wed | No |
Custom fields | Fields your organisation added in Settings (for example Representation or Worker station). Leave blank if you don’t use them | Night shift | No |
- Every row needs a first name, last name and a unique email address.
- Org group names must match your org chart exactly, including spelling and spaces. Check them on the Org groups tab.
- Set up your org chart first, then import individuals into it.
- Importing adds new people only. To change someone who’s already in ChangePlan, edit them directly.
3. Custom group members template
Add people to an existing custom group. Choose Add to list or Replace list when you upload.
Column | What to enter | Example | Required? |
Email address | Work email of each person to add. Everyone must already be in ChangePlan as an individual | Yes |
4. Impacts template
Each row is one impact. Add the affected org groups to the initiative’s audience first.
Column | What to enter | Example | Required? |
Type | The impact category, spelled exactly as it appears in the Add impact form. Admins set these in Settings > Impacts | Technological | Yes |
Change description | What’s changing | New rostering tool replaces paper timesheets | Yes |
Impact on audience | What it means for people day to day | Team leaders approve shifts in the app | Recommended |
High impacted | Org groups that are highly affected. Write the full path with > between levels | Operations > Distribution > Western Region | At least one of the three |
Medium impacted | Org groups that are moderately affected, same format | Sales > National Accounts | ㅤ |
Low impacted | Org groups that are slightly affected, same format | Finance | ㅤ |
Owner | Work email of the person responsible | No | |
Start date / End date | When the impact applies. These dates place it on the heat map | 15/02/2027 to 30/04/2027 | No |
- Add the affected org groups to the initiative’s Audience first. The import only recognises groups that are already there.
- Type must match an existing category exactly, including capitals.
- Use
>between org levels, for exampleSales > National Accounts > Sydney.
- Rows with a type or group that doesn’t match are skipped, so check the import summary.
- Add start and end dates if you want the impact to show on the heat map.
5. Activities template
Each row is one activity.
Column | What to enter | Example | Required? |
Title | Name of the activity | Team briefing: new rostering tool | Yes |
Activity type | Must match one of your activity types, such as Communication, Training or Engagement | Training | Yes |
Audience | Who it’s for. Org groups must already be on the initiative’s audience | Operations > Contact Centre | Recommended |
Due date | When the activity happens | 15/03/2027 | Recommended |
Owner | Work email of the person running it | No |
- Activity types must match your list exactly. Admins can see them in Settings > Initiative.
- After importing, open each activity to add details the template doesn’t cover, such as change phase and time away from normal work.
- Check the import summary for rows that didn’t load.
6. Risks template
Each row is one risk. New risks start with the status Open.
Column | What to enter | Example | Required? |
Type | The risk category, exactly as set in Settings > Initiative > Risk categories | Operational | Yes |
Date raised | When the risk was identified | 10/01/2027 | Recommended |
Description | What could go wrong | Low attendance at training during peak season | Yes |
Probability | How likely it is. Must match your allowed values | Medium | Yes |
Scale | How serious it would be. Must match your allowed values | High | Yes |
Owner | Work email of the person managing the risk. They must already be in ChangePlan | No | |
Mitigating activities | Activity names in this initiative, spelled exactly | Team briefing: new rostering tool | No |
Notes | Anything else useful | Review after March go-live | No |
- Type, probability and scale must match the values your admin set up.
- Owners must already be in ChangePlan.
- Import activities before risks if you want to link them as mitigations.
Fixing common import errors
Message or problem | Usual cause | Fix |
Row skipped or rejected | A required column is blank | Fill in every required column |
Group not found | Group name doesn’t match the org chart, or has extra spaces | Copy names from your org chart export |
Duplicate email | Two rows share an email, or the person already exists | Remove the duplicate, or edit the existing person |
Type or category not recognised | Spelling differs from your settings | Use the exact value from Settings |
File won’t upload | Wrong format or columns moved | Re-download the template and save as .xlsx |
Updating your org chart and people later
- For a regular update (org chart first, then individuals, then removing leavers), see Update your org chart and employee data.
- To clean your file before an org chart update, see Prepare your Excel file for an org chart update.
- Before deleting people who have left, you can move them to a placeholder org group such as "Former employees".
Link imported activities to risks
If you imported risks without mitigating activities, you can link them afterwards: open the risk on the initiative's Risks page, edit it, and choose the mitigating activities from the initiative's list.
Before a large import, let your team know so nobody edits the same data at the same time.
Still stuck?
Email support@changeplan.co with your file and a screenshot of any error, and we’ll help.