How to prepare a spreadsheet to import your organization into Functionly

With just a few pieces of information in your spreadsheet, you can import your people to start building your org or your entire org structure from a spreadsheet.

Related articles:

  1. Preparing your spreadsheet

  2. Importing your spreadsheet

  3. Troubleshooting your spreadsheet import


 

Getting started

The first step when importing your people, using our import routine, is to prepare your spreadsheet. This part can be done in your preferred spreadsheet format such as Excel or Google Sheets but the file you upload has to be saved as a .csv, .tsv, or .txt file. 🙂

There are a few basics that are important when assembling your spreadsheet regardless of how much you would like Functionly's import routine to perform:

  1. Each person must have their own row 
  2. Format must be .csv, .tsv or .txt
  3. Each individual piece of data must have its own column

 

How much work would you like Functionly to do when building your chart?

The amount of data you need to include will depend on what you're trying to achieve.

You can jump to the sections that are most appropriate for you:

Import people to build your own org chart

If your organization has a small number of people then you may want to build your org chart yourself and just import the people, or perhaps you're building a larger chart and want to understand the org as you build.

 

import spreadsheet

 

The minimum data needed to just import your people is:

  • First name
  • Last name

Or

  • Full name

We've included a demo CSV template for a smaller org showing the minimum data needed to just import your people.

 

There are additional data you can explore that will prove helpful as you build your chart and when sharing it with your team. 🙂

 


 

Import to generate a fully constructed org chart

If your organization is a larger one or you want to quickly construct your org chart, it might be helpful to let our import engine build your org chart for you.

 

Preparing your spreadsheet

 

We just need one extra piece of data on top of what's listed in the "build your own org chart" section above, and that's a manager for each person excluding the person at the top of your org chart e.g. your CEO.

Adding a manager will tell us who each person reports to so that our algorithm can construct the reporting lines for you, and add people to their positions.

The minimum data you'll need for Functionly to construct your org chart is:

  • First name
  • Last name
  • Manager (First name & Last name or Full name)

Or

  • Full name
  • Manager (First name & last name or Full name)

We've included a demo CSV template for a smaller org showing the minimum data needed to generate a full org chart.

 

While these are the minimum data required we do recommend including additional data to increase the value you receive from Functionly. 🙂

 


Additional valuable data

In addition to the minimum data you needed to import your people or your full org chart you can choose what extra information you'd like to import.

 

 

We've included a demo CSV template for a smaller org showing all the available data you can import.

 

 

Email address

We strongly recommend including an email address when you import your people and there are a number of reasons for this.

Firstly, email addresses can be seen in the product by you and any member of your team who you've given access to.

The main benefit of including email addresses for each person is that it will help when keeping your data up to date with future CSV imports.

This is because our import routine uses email addresses to detect duplicate people when you reimport a CSV. So if you're adding five new people it will see that their email addresses are new and add them, without adding existing people a second time.

If it recognizes that there are changes to existing people's data e.g. their position title, manager, or compensation, then the import routine will update this data accordingly.

 

 

Position title

I know including someone's job title seems an obvious advantage in an org chart, as it will spell out the type of work that person does for anyone viewing the chart, but there is another way it can help.

If the import algorithm matches the person's Position title to a Role from your library then it will assign that Role and its associated Responsibilities to the person automatically.

 

 

Team name

If you're using the Team Chart, adding a team column will assign team names during the import. Don't worry though, if no team name is added then the manager's name will be applied to the team e.g. "Joan's Team". On the Org Chart, team membership can be switched on in your view so that you see which team each person is in.

 

 

Avatar image URL

If your team's pictures are hosted on a publicly accessible server then adding them to your spreadsheet should allow them to be imported into the product, making it easier for anyone viewing the chart to put a face to a name.

 

 

FTE

FTE stands for full-time equivalent and can be added to your spreadsheet as a whole number or as a fraction with 1 representing a full-time employee and being the maximum number you can have. If you want to show someone as being half-time in a role you simply add 0.5 to the FTE field next to their name, or 0.20 for one day a week etc.

 

 

Annual base compensation

Importing Annual base compensation will firstly allow you to view any position within the organization at a glance to see how much compensation that position accounts for.

If FTE is set for people in your import then Annual base compensation will calculate against it e.g. a person's annual base compensation is $100,000 per annum and their FTE is 0.5 (half-time) then their Total cost will show as $50,000 in the product.

We will also be making compensation data available on the "People & positions" table so that you can view it for your whole organization, adjust it, and re-export it to CSV in order to run budgetary calculations.

Importing Annual base compensation via the CSV import is only supported when importing your whole org structure.

 

To understand who can import, view and edit compensation data read more on scenario access levels.

 

 

Hourly base compensation

As with Annual base compensation, importing hourly base compensation will allow you to view any position within the organization at a glance to see how much compensation that position accounts for. We will also be making compensation data available on the "People & positions" table so that you can view it for your whole organization, adjust it, and re-export it to CSV.

If FTE is set for people in your import then Hourly base compensation will calculate against it e.g. a person's Hourly base compensation is $100 per hour and their FTE is 0.5 (half-time) then their Total hourly cost will show as $50 in the product.

Hourly base compensation is superseded by Annual base compensation, so that if both are included during import then each person's compensation will appear on their position as Annual base by default. If you would rather it reflected Hourly base compensation then Annual base compensation should not be included.

As with Annual base compensation, importing Hourly base compensation via the CSV import is only supported when importing your whole org structure.

 

To understand who can import, view and edit compensation data read more on scenario access levels.

 

Unique Identifier

Unique identifier can be used as a way to individually identify someone e.g. an employee number. Again, it doesn't appear in the product right now but it may be added into the views of the product in future.

 

Need help preparing your spreadsheet?

Get in contact with our Support team via the contact us page or email support@functionly.com.

Next up:

  1. Importing your spreadsheet