Team Members Import

Add multiple team members at once by pasting from a spreadsheet or entering them manually in the Add Team Members dialog.

Overview

Team members are the employees and users who work in Readybuild. You can add multiple team members at once using the Add Team Members dialog, which supports both manual entry and paste-from-spreadsheet functionality.

What Gets Imported

• Employee Information - First name, last name, email
• Contact Details - Office phone, mobile phone
• Employment Details - Department(s), job title, employee number
• Role Assignment - One or more user roles

Accessing the Import

1. Go to Settings > Team Members
2. Click Add Team Members
3. Enter information manually or paste from a spreadsheet

Import Fields

The Add Team Members form accepts the following fields in order:

Column	Field	Required	Description	Example
1	First Name	Yes	Employee first name	John
2	Last Name	Yes	Employee last name	Smith
3	Email	Yes	Email address (used for login)	[email protected]
4	Departments	No	Department name(s)	Production
5	Roles	No	User role(s)	Project Manager
6	Employee #	No	Employee ID number	EMP001
7	Office Phone	No	Office phone number	555-123-4567
8	Mobile Phone	No	Mobile phone number	555-987-6543
9	Job Title	No	Job title	Senior PM

Multiple Departments and Roles

Team members can be assigned to multiple departments and multiple roles.

When pasting from a spreadsheet, separate multiple values with semicolons:

Field	Single Value	Multiple Values
Departments	Production	Production;Sales
Roles	Project Manager	Project Manager;Estimator

Paste from Spreadsheet

The fastest way to add multiple team members is to paste directly from Excel or Google Sheets.

Preparing Your Spreadsheet

Create a spreadsheet with columns in this exact order:

First Name	Last Name	Email	Departments	Roles	Employee #	Office Phone	Mobile Phone	Job Title
John	Smith	[email protected]	Administration	Administrator	EMP001	555-100-0001	555-200-0001	General Manager
Sarah	Johnson	[email protected]	Production;Sales	Project Manager;Salesperson	EMP002	555-100-0002	555-200-0002	Senior PM
Mike	Williams	[email protected]	Estimating	Estimator	EMP003	555-100-0003		Lead Estimator

Paste Steps

1. In your spreadsheet, select the rows you want to import (without headers)
2. Copy the selection (Ctrl+C / Cmd+C)
3. In Readybuild, open the Add Team Members dialog
4. Click in the First Name field of any row
5. Paste (Ctrl+V / Cmd+V)
6. Review the imported rows
7. Click Add Team Members

tip

The paste function automatically creates new rows for each line in your clipboard. You can paste multiple team members at once.

User Roles

Available roles depend on your company configuration. Common roles include:

Role	Description
Administrator	Full system access
Manager	Department management
Project Manager	Project oversight
Estimator	Estimate creation
Salesperson	Sales and leads
Designer	Design access
Production	Field operations
Accounting	Financial access
Read Only	View-only access

note

Role names must match exactly as configured in your system. Check Settings > Roles & Permissions for available roles.

Departments

Departments are configured in Settings > Departments. Common departments include:

Department	Description
Sales	Sales team
Design	Designers and drafters
Production	Field crews
Estimating	Estimating team
Accounting	Finance and billing
Administration	Admin staff

note

Department names must match exactly as configured in your system.

After Adding Team Members

Account Activation

After adding team members:

1. New user accounts are created
2. Users receive email invitations to set up their passwords
3. Once they complete setup, they can log in

Complete User Profiles

After import, you may want to add additional information for each user:

• Profile photo
• Labor rates (for job costing)
• Notification preferences
• Additional permissions
• Reports-to relationships

To edit a user, click their name in the Team Members list.

Common Issues

Department Not Found

If departments don't match:

• Check spelling exactly matches configured department names
• Department names are case-insensitive
• Create missing departments in Settings > Departments first

Role Not Found

If roles don't match:

• Check spelling exactly matches role descriptions
• Role names are case-insensitive
• View available roles in Settings > Roles & Permissions

Duplicate Emails

Each email must be unique:

• Check for duplicates in your data
• Email is the unique identifier
• Cannot have two users with the same email

Invalid Email Format

Emails must be valid:

• Proper email format ([email protected])
• No spaces or invalid characters

Inviting Team Members

For a simpler process when you only need to send invitations:

1. Go to Settings > Team Members
2. Click Invite Team Members
3. Select a role (Member or Admin)
4. Enter email addresses
5. Click Send Invites

This method sends invitations but doesn't pre-fill employee details. Users complete their own profiles during signup.

Best Practices

Data Quality

• Verify email addresses before import
• Use consistent department and role names
• Double-check spelling

Role Assignment

• Start with minimal access
• Add additional roles as needed
• Review permissions periodically

Security

• Users must set strong passwords during signup
• Review inactive users regularly
• Audit access annually

Related

• Team Members Overview
• Roles & Permissions
• Departments