Importing staff
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Translated from the Italian guide. Narciso itself is in Italian, so the names of buttons, menus and fields are shown exactly as they appear on screen, with a translation in brackets where it helps.
The staff import creates team member records from files the business already has: contracts, CVs, spreadsheets with the list of employees, photographed documents. Narciso reads the files, prepares the records and shows them before inserting them, with the original file alongside, so you check every piece of data and choose which ones to import.
It works the same way as the client import (four-step window, file statuses, review with the original alongside, background processing): it is described in full in Importing clients. This entry only covers what changes for staff.
Contents
Who can do it#
Only the Titolare (owner). The personal, bank and contract data of team members is reserved to them (see Staff records). A Responsabile (manager) or an Operatore (operator) who tries the import gets the message «L'importazione del personale è riservata al Titolare: i dati anagrafici, bancari e contrattuali dei collaboratori sono suoi.» (The staff import is reserved to the Titolare: the personal, bank and contract data of team members is theirs.)
How to start it#
- Open Scartoffie ▸ Personale and stay on the Anagrafica tab.
- Press Aggiungi (Add) and choose Importa esistenti (Import existing).
- The import window opens, with the description: «Carica contratti, curriculum, fogli o documenti dei tuoi collaboratori. L'Intelligenza Artificiale li legge e prepara le schede: prima di inserirle le rivedi e scegli quali importare. Per ogni collaboratore servono nome, cognome, telefono (il numero del codice SMS di accesso) e ruolo. Solo il Titolare può importare il personale.» (Upload contracts, CVs, spreadsheets or documents of your team members. The Artificial Intelligence reads them and prepares the records: before inserting them you review them and choose which ones to import. For each team member you need first name, surname, phone (the number for the login SMS code) and role. Only the Titolare can import staff.)
- You carry on as for clients: file upload, processing, review, Inserisci N schede (Insert N records).
The data that is read#
For each team member Narciso looks for the following fields. Whatever it does not find in the file stays empty: Narciso does not invent missing data.
| Field | Compulsory | Notes |
|---|---|---|
| First name | Yes | Up to 50 characters |
| Surname | Yes | Up to 50 characters |
| Phone | Yes | Valid mobile number: it is the number the login SMS code is sent to |
| No | ||
| Role | Yes, at the time of insertion | Titolare, Responsabile or Operatore. Words such as «proprietario» (owner), «manager», «dipendente» (employee) or «collaboratore» (team member) are recognised |
| Tax code | No | 16 characters with the right check character |
| Date of birth | No | |
| Sex | No | «M» or «maschio» (male) and «F» or «femmina» (female); if the tax code is valid the sex is worked out from it |
| Job title | No | For example Barbiere (Barber), Estetista (Beautician), Receptionist |
| Residence | No | |
| Home address | No | If different from the residence |
| IBAN | No | With a validity check |
| Bank | No | |
| Notes | No |
The role must be given. Narciso does not assign a fallback role: a record without a role is not inserted and the reason appears in the final list, namely that the team member's role must be given.
Tax code, date of birth and sex work as for clients: if the data read does not match what is worked out from the tax code, the record ends up in Da non importare (Not to be imported) with the reason.
What happens to the imported team members#
- They are created in the location you are working in, and the team member appears in that location.
- They get a colour assigned automatically, different from the others' (see Staff records).
- They have no nickname or password, so they cannot yet log in to Narciso. To give access, open the record with Modifica (Edit), assign a nickname and password and confirm with the SMS code (see Staff).
- Contract data, emergency contacts and documents are not imported: you complete them from the record.
- If a team member with the same tax code already exists, the record is not inserted and the final list reports «Esiste già un collaboratore con il codice fiscale…» (A team member with the tax code… already exists): one person is one record.
After the import#
- Check the new records in the table (the table updates by itself).
- For each one, complete contract, tax data and documents with Modifica.
- If the team member must use Narciso, assign a nickname and password and, in the Shifts tab, their shifts (an Operatore with no shift cannot log in, see End of shift).