Import & Export

Import and export data to streamline your organisation's setup and data portability.

Importing Organisational Structure

You can import your organisational structure from CSV or JSON files.

CSV Format for Units

Required columns: name (required), unit_type, parent, description

name,unit_type,parent,description
North Region,region,,Regional grouping
Newcastle Area,area,North Region,Newcastle area
Newcastle Team,team,Newcastle Area,Acute care team

JSON Format for Units

Hierarchical structure with nested units and members:

{
  "units": [
    {
      "name": "North Region",
      "unit_type": "region",
      "description": "Regional grouping",
      "children": [
        {
          "name": "Newcastle Area",
          "unit_type": "area",
          "members": [
            {"email": "manager@example.com", "role": "lead"}
          ],
          "children": [
            {
              "name": "Newcastle Team",
              "unit_type": "team",
              "members": [
                {"email": "john@example.com", "role": "member"}
              ]
            }
          ]
        }
      ]
    }
  ]
}

Importing Member Assignments

CSV Format for Members

Required columns: email (required), unit_name (required), role

email,unit_name,role
john@example.com,Newcastle Team,member
jane@example.com,Newcastle Team,lead

JSON Format for Members

{
  "assignments": [
    {
      "email": "john@example.com",
      "unit_name": "Newcastle Team",
      "role": "member"
    },
    {
      "email": "jane@example.com",
      "unit_name": "Newcastle Team",
      "role": "lead"
    }
  ]
}

Important

Users must already exist in your organisation before you can assign them to units. Email addresses must match exactly. Unit names must match existing units exactly (case-sensitive).

Downloading Example Files

You can download example CSV and JSON files from the import page:

  1. Go to "Organisational Structure" → "Import"
  2. Click the download buttons for example files
  3. Use these as templates for your own imports

Exporting ID Card Data

Employees can export their ID card data when moving organisations:

  1. Go to "Import/Export ID Data"
  2. Click "Export ID Data"
  3. A JSON file will be downloaded
  4. Keep this file safe for import at the new organisation

Importing ID Card Data

When joining a new organisation, employees can import their previous ID card data:

  1. Go to "Import/Export ID Data"
  2. Upload the JSON file exported from the previous organisation
  3. The ID card data structure will be updated

Note

Employee reference and organisation cannot be changed when importing. Only the ID card data structure will be updated.

File Size Limits

  • Maximum file size: 2MB
  • Supported formats: CSV, JSON
  • File encoding: UTF-8 recommended