First download the import Sheet
- Open Nexus.
- Select the icon for + Import.
- Select Download Template.
- Open the file.
Identifying the required information
- The required information is highlighted in orange in columns A-P and is the only information necessary to import profiles for Users, Managers, Escalation Contacts, and Administrators.
- We highly recommend also using the Team field in column BJ when importing basic information. This will automatically create a team if it does not exist and assign the profiles to it, or allocate profiles to a pre-existing team.
- Providing Information on Job role, sector, and Risks is also recommended to provide the Alarm Receiving Centre with more context on the people they are protecting.
1. First Name & Last Name
- These fields must be populated and cannot be empty.
- Enter the person's first and last name in Columns A and B as required.
2. Portal Access
- This field must be populated and cannot be empty.
- To import profiles, you must use the drop-down box provided to select either Yes or No for portal access on all profiles entered.
Who needs portal access?
- Anyone who is using a Peoplesafe app, must have Portal access as Yes
- Administrators must have portal access as Yes
- Managers should have portal access as Yes but must be assigned to a team following import to see anything other than their own profile.
If Portal access is selected as Yes, this will automatically send a welcome email to the person once imported.
3. App Subscription
- This field must be populated and cannot be empty.
- Select an option from the drop-down downlist provided.
- This will automatically assign the app subscription (if selected) and send a confirmation email to the person once imported.
- Before importing, please go to the Apps page on Nexus and check that the volume of applications assigned in the import sheet does not exceed the available apps listed.
Standard Mobile Number
- This field is only required for users of our standard mobile service and can be left empty.
- If you select standard mobile from the app subscription drop-down, enter a phone number in column E - Standard Mobile
4. Phone Numbers
- For profiles with the User and Escalation Contact roles applied, you must have at least one phone number populated.
- We recommend having a phone number for all profiles.
- Here is an article on how to populate phone numbers with a template tool to reformat numbers if needed.
5. Email addresses
- These are required for:
- Administrators
- Profiles with an app subscription
- Any profile with Portal access as Yes
- Email addresses must be unique and cannot already exist in Nexus
- Email addresses must not have any spaces in them.
6. Sex assigned at Birth
- This field must be populated and cannot be empty for users.
- Select an option from the drop-down provided for all profiles.
7. Role Selection
- These fields must be populated and cannot be empty. You must select either Yes or No for all 4 roles listed.
- Read here on how roles work and which you should select.
8. Check for common mistakes
Once you have entered the information in all of the required cells, its important that you complete a check column by column to ensure it is ready before importing. This will help you avoid common errors and increase your chances of importing with no errors on your first attempt.
Complete these checks, ensuring each statement is true before importing.
- Columns A & B: Every profile has a first and last name?
- Column C: Every profile has portal access selected as either Yes or No.
- Column D: Every profile has the app subscription field filled in.
- Columns C & D: If the app subscription is Pro or SOS, is the portal access state Yes.
- Columns F-I: At least one phone number is present, the phone number starts with +447 and has no spaces.
- Column J: A primary number is selected and is the name of the column with the profiles contact number.
- Column K: An email address is present for all profiles that have portal or app access.
- Column L: Sex assigned at birth is entered for all user profiles.
- Column M-P: Roles are selected as yes or no for all profiles.