Uploading Employees

While Mosaic can be used to input employees (members), members can also be uploaded from other tools to Mosaic for complete budgets and details on the progress of your projects.

To upload members:

  1. Confirm either Mosaic Support or your Customer Success Manager have enabled the members upload tool on your account. To request this tool be added to your account, reach out to our team via [email protected]

  2. Next, download the members import template here

๐Ÿšง

Please Note:

Ensure your data is accurate and all employees are spelled correctly. Employees will be created exactly as youโ€™ve entered them on the import template.

Ensure employee information is consistent throughout the import template. For example, discrepancies like the following will create duplicates:

  • Employee: Benjamin Smith v Ben Smith

If Mosaic is integrated with your ๏ฌnancial tool, ensure the names on the import template match what is in Mosaic.

Here is an overview of the details needed for each column:

FieldGuideExampleRequired
EmailEmail of employee.[email protected]Yes
First NameFirst name of employee.RobertYes
Last NameLast name of employee.SmithYes
Skip InviteWhether you would like to send an invitation email to the employee to sign up on Mosaic.

Notes: accepted values = "true" and "false".

This is set to "true" as default and can be left blank.
falseNo
Employment TypeEmployment types supported by Mosaic:
- Member (default)
- Contractor (Internal)
- Project Contractor (External)
- Project Guest

Notes: accepted values = "default", "contractor_internal", "contractor_external", "guest".

This is set to "Member" as default and can be left blank.

Time entries are not supported for Guests.
contractor_internalNo
RoleThe employee's role.Marketing CoordinatorNo
Rate AmountBill Rate (you can also add their Cost Rate once you are in Mosaic).

Note: This is only required if providing a Rate Description.
$275No
Rate DescriptionNormally the employee's title.

Note: This is only required if providing a Rate Amount. This description needs to be unique. You cannot have same rate description for different rate amount.
PartnerNo
PTO HoursThe amount of annual Paid Time Off (PTO) hours for that employee.

Note: This is only required if providing a PTO Description.
10No
PTO DescriptionThe description for the PTO hours.

Note: This is only required if providing PTO Hours. This description needs to be unique.
This is a descriptionNo
DisciplineThe employee's discipline within the company.Functional ServicesNo
OfficeYou can only choose existing office locations within the team.New YorkNo
RegionThe employee's primary region.USNo
DepartmentThe employee's division within the company.MarketingNo
SkillsThe employee's skills separated by a comma.

There is also an option to add a skill level by appending ':[1-5]' to the skill name. If this is not provided, the default value will be 1.

Note: accepted values for skill level = 1-5.
React, Node, Rails

OR

React:5, Node:3, Rails:2
No
Currency (Coming soon)The specific member's currency.

accepted values = 3-letter ISO Currency Codes.
USDNo

๐Ÿ“˜

Please Note:

Members imports will only create additional roles and rates (if they don't exist on Mosaic), but it will not update or delete any existing roles or rates.

  1. Export your completed members import file to the .csv format. Date fields work best in .csv formats.

  2. Navigate to Company Settings -> Members and click the 3-dot menu, Import Members and select Upload Members to upload your .csv file.

  1. Select the file you would like to import using the file selector or drag and drop the file here.

  1. Once uploaded, the software will try to auto-map the information that we need. You can also change the mapped columns by clicking the dropdown from your columns. It may take some time for the information to auto-populate in our field columns.

๐Ÿ“˜

Column Mapping Filters:

To streamline the mapping process, you can filter fields by a variety of factors. These include mapped vs. unmapped, required vs. optional, field errors, warnings, skipped rows, fields with formulas, SmartFill or QuickFixes. In addition, you can filter by field type, specific fields themselves or simply search for fields.

Select which columns to show

Select the column types

Select required/optional fields or specific columns by name

โ—๏ธ

Red Highlighted Rows

Any boxes that appear in red indicate there is an error, which might be due to missing required fields, no matching values on Mosaic, or a typo. Please confirm if there is a typo, or if the value does not exist on Mosaic.

If this is a typo, you can update the value in the uploader in the "Our Column" section.

๐Ÿ“˜

Quick Fixes using Value Mapping:

Value Mapping allows you to associate the value with the correct option. You can choose from a list of approved options, which are set up in advance, and make these associations quickly and easily through a tool called the Value Mapping QuickFix.

  1. Once columns have been linked, and any red rows have been addressed, select "Continue" in the top right corner and click submit data.

Note: You should see this message when it's successfully uploaded

  1. Navigate to Company Settings -> Import to find your uploaded import in the Draft Import section. Click Import button.
  1. All members you just imported will show here if they are new. You can click New Members on the top to change to view All members in the import. Click the Member name to edit the name. Click the dropdown on the right side to modify the Membership setting of the imported members.

To link the imported members with existing, click the three-dot on the top of the member name, then click Select Alternate.

Select an existing member to link with this member.

  1. Click Confirm Import if everything looks good.

  1. The import will show in the Processing section. Wait for the import to complete.
  1. Thats it! Once the file processing is completed, it will show in the Completed section. Please allow up to 24 hours for all members to finish populating on Mosaic.