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Uploading organization data (Administration)

Learn how to upload organization data to PI Administration, so you can quickly populate your employee directory and send assessments.

This article applies to organization admins and third-party users in the PI2 platform.

Uploading organization data is the fastest way to send assessments, invite new users, and populate or edit your employee directory.

Tip: Looking to upload data for an engagement survey? Read our article on uploading a survey participant file for Diagnose.

Where do I upload organization data?

The org upload process takes place on a dedicated page, titled "Bulk Import Org Data."

To access this page:

  1. Log in to the PI software.

  2. Click the gear icon () in the top-right of the navigation bar.

  3. You will land on the People tab within the Administration page.

  4. Select “Bulk Import Org Data” on the left-hand side.

  5. You will land on the Bulk Import Org Data page.

Downloading a blank template file

If you've never uploaded org data or would prefer to start from scratch, download our blank template file. To do so, click "Download template" from the Bulk Import Org Data page.

This file contains pre-populated column headers, allowing you to easily build out your org file in a PI-friendly format that's less prone to potential upload errors.

Downloading your existing data

If you have existing data in your employee directory, your organization already has a data file you can download and modify as needed.

To download this file, click the "Download existing data" button.

Once downloaded, open and modify this file as needed before initiating your org upload.

How to upload an org data file

Once you've modified either a blank template or your existing data file, proceed to upload your org file.

To do so:

  1. Navigate to the Bulk Import Org Data page.

  2. Click the “Upload CSV file” button.

  3. A "Settings" pop-up will appear asking you to set a few settings prior to your upload.

  4. First, choose how you'd like to handle existing employees not present in the file you're about to upload. There are 2 options:

    • Do nothing: Any existing employees will remain unchanged, even if they're not present in your new file.

    • Archive employees not in this file: Employees not in the file will be archived, and their software access will be revoked. (You can unarchive them at any time.)

  5. If you choose to archive employees, you will be prompted to select an organization admin to whom you'll transfer any owned items (jobs, teams, surveys) among the to-be-archived employees.

  6. (Optional) Next, select whether to send the PI Behavioral Assessment to any employees in your org file who have not already taken it.

  7. Proceed with "Next: Upload file."

  8. A screen titled "Upload a file" will appear.

  9. Click anywhere. Your file manager will open.

  10. Select your org file and confirm.

  11. Follow the guided instructions within the software to ensure your file is error-free. (Having trouble? Proceed to the next section for a guided walkthrough.)

  12. Once satisfied with your data, select “Import.”

I’m having trouble uploading my file. What should I do?

Once you click “Next step: Upload file,” you’ll be presented with a series of screens to walk you through the data upload. (Note: This process is powered by a third-party tool, OneSchema.)

Below is a detailed step-by-step you can follow to troubleshoot any issues:

1. Upload a file

Upload an Excel or CSV file containing the required data. (Note: You can download a template file to make this process easier.)

2. Select header row

Specify which row in the spreadsheet is your header row. (In most cases, the first row is the header row.) If OneSchema automatically detects your header row, it’ll skip this step.

Once finished, click “Next.”

3. Map columns

Specify the columns uploaded via spreadsheet that correspond to the “template columns” required by Inspire. If OneSchema detects an exact match, it will automatically map those columns for you.

Once finished, click “Confirm mapping.”

4. Review & finalize

You’ll be presented with a spreadsheet-like view of your organizational data. Use this screen to fix any validation errors within your file, either manually or automatically.

Once satisfied with the changes, click “Import.”

Your organization file will be uploaded, and you will be prompted to invite newly added employees to PI.

FAQs

Uploading an org file

I don’t see the “Upload CSV file” button. Why?

You must be an organization admin to send bulk invitations. To become an admin, ask an existing admin to upgrade your access level.

I can’t find the template file to upload my data. Where is it?

To download the template file:

  1. Go to the Bulk Import Org Data page.

  2. Click the “Download existing data” button.

  3. A CSV file titled YourCompany_Bulk_Upload_Template will download.

  4. Open that file to use as your template.

Is there a limit on the number of employees/rows I can upload at a time?

Yes. Individual org uploads should not exceed 2,000 employees.

Example: Your organization has a headcount of 3,500 people. In this case, you would upload two separate org files: first with 2,000 people, then again (once the first file is successfully processed) with the other 1,500.

Is the data I upload secure?

Any data you upload is strictly confidential. The data is stored on secure servers, all of which comply with industry-standard data security protocols.
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For more on PI’s data security protocols, visit our Trust Center.

Org file troubleshooting

I’m getting errors with my org upload that I don’t know how to solve. What now?

Here are the most common issues we see when uploading an org file to Administration:

  1. If you list an employee’s manager email, that manager must also be listed in the file. (The manager must have their own row.)

  2. If an employee doesn’t have a manager (e.g., the CEO), simply leave the “ManagerEmail” field blank.

  3. All emails in the “EmployeeEmail” and “ManagerEmail” fields must be formatted the same way. (We recommend entering all emails in lowercase format.)

  4. Your org file must include all of the following column headers:

    • EmployeeEmail

    • FirstName

    • LastName

    • JobTitle

    • ManagerEmail

Note: "JobTitle" and "ManagerEmail" are optional data fields, meaning they can be left blank for some (or even all) employees. However, the actual column headers must be included in your file to ensure your file doesn't generate an error.

If you do not include either column, the following error will appear when uploading your org file:

Tip: Want an easy way to ensure you're including all required column headers (and that they're typed correctly)? Download our template and add your data directly to that file.

If you’re still encountering errors, please reach out to our support team.

Data management

"X" employee isn't showing up in the directory. What now?

If you can't find an employee in the directory, we recommend reuploading their information with a fresh org file.

When doing so:

  1. Under the "EmployeeEmail" field, verify that the employee has an email that matches an allowed email domain.

  2. (Optional) If the employee uses an alternate email (e.g., freemail), enter that email under the "SecondaryEmail" field.

After reuploading your org file, the employee should be added to your directory.

Note: Still not seeing the employee in your directory? Try the troubleshooting tips in this article.

I’d like to update my existing employee data. How can I do this?

You can update existing employee information by uploading a new organization data file.
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When you upload a new file, any updates will automatically apply to your employee directory. New employees will be added to the directory, and existing employees will be updated based on the imported file.

Example: Jane Doe is a member of your organization and an existing PI user. She recently married and took the name Jane Mare, and you want to update her employee record in PI to reflect that fact. To do so, upload an organization file containing the new information. PI will automatically apply the changes.

Will uploading a new organization file ever delete an employee’s data?

No. If you have an existing organization file, your employee data is safe. PI will only add users to your employee directory or update their existing information—never delete them.

I’d like to remove an employee from my directory. How?

To remove an employee from your directory, you can archive that employee.

Is it possible to bulk-archive employees using org upload?

Yes. When uploading your organization file, you will be presented with a screen asking you how you'd like to handle existing employees not present in the file you're about to upload. Select the option titled "Archive employees not in this file."

You will then be asked to transfer any owned items (jobs, teams, surveys) from the soon-to-be archived employees to an organization admin. Click the dropdown and select an org admin.

From there, proceed with the org upload process as normal.

Once your file upload is complete, any employees not present in the new file will be archived, and their software access will be revoked. (You can unarchive these employees at any time.)

Sending assessments

Can I send the Behavioral Assessment to employees in bulk via org upload?

Yes. To send the assessment in bulk via org upload:

  1. Navigate to the Bulk Import Org Data page.

  2. Download your existing org file.

  3. Modify this file so it only contains employees to whom you'd like to send the PI Behavioral Assessment.

  4. Click the “Upload CSV file” button.

  5. A "Settings" pop-up will appear asking you to set a few settings prior to your upload.

  6. When asked how you'd like to handle existing employees not present in the file, click "Do nothing."

  7. Select the checkbox titled "Send the Behavioral Assessment to anyone who hasn't taken it."

  8. Proceed with "Next: Upload file."

  9. Continue with the file upload process as normal.

Note: By default, any employees that are sent the BA via org upload will automatically receive their full results (i.e., their Behavioral Report) upon completion. This default cannot currently be customized.

If you would prefer an employee to not automatically receive their BA Report, send the Behavioral Assessment via Inspire and uncheck the "Send Behavioral Report to the assessment taker upon completion" checkbox.

Important: When bulk-sending the Behavioral Assessment to employees via org upload, you are system-limited to sending 400 BAs at a time. If you need to send more than 400 BAs at once, please upload your org file in batches.

If I send Behavioral Assessments via org upload, will assessment takers automatically receive their results?

Yes. By default, any employees that are sent the BA via org upload will automatically receive their full results (i.e., their Behavioral Report) upon completion. This default cannot currently be customized.

Tip: If you would prefer an employee to not automatically receive their BA Report, send the Behavioral Assessment via Inspire and uncheck the "Send Behavioral Report to the assessment taker upon completion" checkbox.

How do I resend the Behavioral Assessment?

  1. Log in to the PI software.

  2. Click the gear icon () in the top-right of the navigation bar.

  3. You will land on the People tab within the Administration page.

  4. Search for the name or email of the employee you’d like to reinvite.

  5. Click the "More actions" button to the right of the person’s information.

  6. Select “Resend assessment.”

Tip: Alternatively, you can resend the Behavioral Assessment to employees by uploading a fresh organization file. Reselect the employees to whom you'd like to send the BA, then confirm. Any employees who haven't yet completed the BA will receive a new invitation email prompting them to take the assessment.

Important: When you resend the Behavioral Assessment via org upload, a fresh email invitation is sent from PI to the employee. If the employee completes the BA via the original email, but then opens the new BA invitation, they theoretically would be able to take the assessment a second time.

Learn more about managing multiple BAs for an employee.

Is there a limit to how many Behavioral Assessments I can send via org upload at a time?

Yes. When bulk-sending the Behavioral Assessment to employees via org upload, there is a system limit of 400 BAs at a time. If you need to send more than 400 BAs at once, please upload your org file in batches.

Software access

Is it possible to grant software access to employees via org upload?

No. The org upload process is for adding employee data in bulk (and potentially sending employees the Behavioral Assessment). It is not designed for granting/modifying software access in bulk.

Instead, please use the bulk actions on the employee directory to grant/manage employee software access.

Additional support

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