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How to Use Bulk Worker Creation.

The Bulk Worker Creation feature allows Agency users to efficiently upload multiple worker profiles into the system at once using a CSV template.

⚠️ Important Notice Before You Begin

  • Off-Panel Workers Only: Bulk upload is only applicable for creating off-panel workers.
  • Verification Required: This process will not automatically create CareHires verified workers. After creating off-panel workers via bulk upload, you must review each profile, fill in the remaining required details (such as compliance information and worker documents), and submit them individually for CareHires verification.
  • Upload Limit: You can import up to a maximum of 100 workers/rows at a time.

How to Access the Bulk Upload Feature

To navigate to the Bulk Worker Creation page from your Agency Accelerator dashboard:

  1. Navigate to the left-hand menu.
  2. Hover over the Employees tab.
  3. In the sub-menu, hover over Add Worker.
  4. Click on Bulk Upload.

Step-by-Step Bulk Upload Process

Once you are on the "Bulk Worker Creation" page, follow these 6 steps to successfully upload your workers:

Step 1: Download the template

Click the "Download sample CSV format" button. This will download the official spreadsheet template required by the system. Note: You must use this specific format for the upload to work.

Step 2: Prepare your data

Open the downloaded CSV file. Remove the example data provided in the template and carefully input your actual worker information.

To avoid validation errors, ensure your file contains the following columns in exactly this order and format:

  • First Name: The worker's first name.
  • Last Name: The worker's last name.
  • Email Address: A valid and active email address for the worker.
  • Date Of Birth (DD/MM/YYYY): The worker's birth date. It is critical that you use the exact DD/MM/YYYY format with realistic dates (e.g., 01/01/1981).
  • NI Number: The worker's National Insurance Number. Ensure this is in the complete and correct UK format, including the final letter (e.g., AA111111A).
  • DBS Number: The worker's Disclosure and Barring Service (DBS) number (must be exactly 12 digits).

Save the file as a CSV once complete.

Step 3: Upload the final file

Drag and drop your saved CSV file into the designated upload area on the right side of the screen, or click the "Select file to upload" button to locate the file on your computer.

Step 4: Correct any errors (If Applicable)

Once the file is uploaded, the system will automatically scan it for formatting or data issues.

  • If your file contains errors: A red "Invalid Data File" notification will appear at the top right of your screen indicating how many rows failed. The main upload area will display a warning message stating issues were found.
  • How to fix them: Click the orange "Download File" link inside the warning box. When you open this downloaded file, you will see your original data along with a new "Errors" column at the far right. This column explicitly tells you what needs fixing for each failed row (e.g., "DOB must be in DD/MM/YYYY format", or "DBS Number must be exactly 12 digits").
  • Re-upload: Correct the errors in your original spreadsheet based on these messages, click the "Discard File" button on the platform to remove the failed upload, and re-upload your corrected file.

(Note: The "Submit Sheet" button will remain disabled as long as there are errors in your uploaded file).

Step 5: Review the Imported Data

If your uploaded file has no errors, the worker data will automatically populate in a table on the right side of the screen. Review the columns (First Name, Last Name, Email, Date Of Birth, NI Number, DBS Number) to ensure all the information from your spreadsheet was read correctly.

Step 6: Submit Sheet

Once you have verified the data in the preview table looks correct, the "Submit Sheet" button at the bottom right will become active (solid blue). Click this button to finalize the bulk creation.

Post-Upload Next Steps

After successfully submitting the sheet, your workers will be added to the system as "Off-Panel". Please remember to navigate to their individual profiles to complete their compliance information and attach required documents so they can be submitted for full CareHires verification.