How to Set Up Your Employee Directory in Team Engine

Your Employee Directory in Team Engine is the foundation for messaging, surveys, referrals, and automations. You can add employees in two ways: uploading a list or adding individuals manually.

📤 Option 1: Upload an Employee List

>>>>>> Team-Engine-Employee-List-Template.xlsx <<<<<<<<

Go to the Directory tab in the left-hand menu.
Click Add Employee → Upload Employee List.
Download the sample template provided in the upload window.
Upload your completed spreadsheet.

Once uploaded, Team Engine will process the file and send you an email notification when the directory update is complete.

✅ Required Fields

First Name
Last Name
Phone Number (format: 000-000-0000 — no +1)
Start Date
Employee Identifier

📋 Recommended Fields

Nickname
Job Title
Email Address
Birthdate
Supervisor’s Full Name
Language Preference
Groups (Department, Location, Shift, etc.)

💡 Tip: Many customers export this information directly from their payroll or HR system to make uploading easier.

⚙️ Updating Your Directory

Uploading a new list will:

Add new employees
Update existing employee information
Mark employees not included in the file as quit/fired

➡️ Always include all active employees in each upload.

➕ Option 2: Add Individual Employees

To manually add or edit employees:

Go to the Directory tab.
Click Add Employee to open the form.
Enter basic info, or click Add More Details to include optional fields like job title or supervisor.

This method is best for adding a few new hires or making small updates.

🗑️ Managing Employee Profiles

If an employee leaves or was added by mistake, you have a few options:

Mark as Terminated – Keeps the employee record for reference (visible under All Employees).
Delete Employee – Permanently removes the profile.
Combine Employees – Merges duplicate profiles.

To manage these options, open the employee’s profile and click the three-dot menu in the top right corner. Select Terminate, Delete, or Combine Employees and follow the prompts.

When terminating an employee, you can set their status, indicate rehire eligibility, and optionally send an exit survey.

🖼️ Add Profile Pictures to Employee Profiles

You can add profile photos to make your directory more personal.

Open the employee’s profile from the Directory tab.
Click the pencil icon ✏️ on the photo area.
Upload or drag and drop an image (.jpg, .jpeg, or .png).

Team Engine automatically crops the image to the largest face. If no photo is added, the employee’s initials will display instead.

❓ FAQs

Q: Can I sync or integrate my HRIS system with Team Engine?

🔄Simply upload your employee list, and we’ll take care of the rest for you! We’ve shifted to a more stable, dependable process behind the scenes, and our team will continue managing updates to ensure everything runs smoothly — just like you’re used to.

Q: Can I add custom fields like driver’s license expiration or certification dates?

🧩 Yes! You can add custom fields through your Organization Settings. Once created, they’ll appear in your directory and you may have it added for your employees so you can track details such as license numbers, expiration dates, or any other information that’s important to your team.

Q: What happens if my upload file has formatting issues?

🧾 If your file doesn’t upload successfully, Team Engine will email you with details about what went wrong. Common issues include missing headers, invalid phone number formats, or incorrect date formats. Use the provided sample file as a guide.

Q: Will uploading a new list overwrite my existing directory?

🔁 No — new uploads will update existing employee data, add new employees, and mark anyone missing as quit/fired. Always include all active employees in your latest list.

Q: Can I assign multiple groups to an employee?

✅ Yes! Separate multiple groups with a semicolon + space (e.g., “Warehouse; Night Shift”).

Q: Do I need to include supervisors in the list?

👥 Yes. Any supervisor listed must also appear as an employee in the same file so the system can correctly link reporting relationships.

Q: Can I export my current employee directory?

📤 Absolutely. Go to the Directory tab → Export Directory to download your data.

Q: Can I restore a deleted employee?

🕓 Deleted employees can’t be restored. If someone was deleted by mistake, you can re-add them manually or include them in your next upload.

Q: Can employees edit their own profiles?

🙋‍♀️ Not directly. Only admin users can edit employee profiles. However, you can message employees to request updated details or photos.