Overview
Motivosity can keep your list of employees up to date by importing a file or spreadsheet containing organizational data. Instead of manually uploading files every time your employee list changes, you can connect to a secure transfer server automatically! This article walks you through the required steps to gain access through Secure File Transfer Protocol (SFTP).
Before setting up this integration: Please note that once you have an integration in place, your HR platform will become the SOURCE OF TRUTH for employee data you are feeding into Motivosity. Any changes made in Motivosity will be overwritten by this Integration. Issues with data accuracy will need to be addressed in your HR platform.
How to get started setting up your File Transfer connection
Click the "Setup" link:
Select "Integrations":
Select the "File Transfer" tab:
Click "File Transfer Access":
First, enter the Source Name. This name describes the location where your employee file originates. You can choose any name, for example "Workday" or "Google Drive".
Next, choose a unique password (App Secret). This will be used to establish the connection with the Motivosity SFTP server.
Click "Save".
You will then see the integration show up on the "File Transfer" page. Select "View Details" on the right side of the page. In the modal on your screen, you will see an APP ID, a SHORT ID, and your APP SECRET. The APP ID will be your username when connecting to the server and the APP SECRET will be your password.
Please Note: You will also need the Host and Port when accessing the SFTP server. To obtain this information, please reach out to Motivosity Support Team here and they can provide you with further details.
New accounts will usually send directly to the production environment. For an existing account that already has employee data, you may want to test in Sandbox first.
File Specifications
Once you are finished with the setup of your File Transfer connection, you will want to make sure that the file you send matches our import template. To know how to download an example of this template in Motivosity, please click here.
Many HRIS platforms support sending files via SFTP automatically. Reach out to your HRIS rep to see if a flat file integration via SFTP integration is supported. If they can support this type of integration, you may send the downloaded template to get their assistance in automatic file transfer.
What Employee Information Will You Need?
When it comes to adding users, no matter how you do it, you will need the following information:
First Name - Users can add a preferred name when they set up their own accounts.
Last Name
Middle Name (Optional)
Email Address (Optional) - Each user must have either a unique valid work email address or a unique phone number, since one of these is required for sign-in.
Phone Number (Optional) - Each user must have either a unique valid work email address or a unique phone number, since one of these is required for sign-in.
Hire Date - Should be typed in as MM/DD/YY or MM/DD/YYYY.
Birthday - Should be typed as MM/DD or MM/DD/YY or MM/DD/YYYY.
Supervisor Email - Must match the email address associated with that supervisor exactly.
NOTE: You will always have at least one person with NO supervisor listed. This is the person who should be at the top of your org chart.
Title - A user's job title.
Department - The department within the company the user is in.
Country Code - Here is a Country Code List.
Payroll ID - A number that is UNIQUE to each user. If you don't have official Payroll IDs, you can simply use any unique numbers. We recommend something like 1001, 1002, 1003,... to get started.
Alternate Emails (Optional) - Alternate email for user.
Cash Giving Exempt (Optional) - Leave blank unless you want the user giving exempt. Any text at all will exempt these users from getting money in Motivosity. This is most commonly used for Independent Contractors you have in the system.
Cash Spending Exempt (Optional) - Leave blank unless you want the user spending exempt. Any text at all will exempt these users from spending money in Motivosity. This is most commonly used for Independent Contractors you have in the system.
Redemption Only (Optional) - Use this field only for users who should have a redemption-focused experience. If any value is entered in this column, the user is marked as Redemption Only and will be routed to the redemption-only gift flow.
Custom Fields (Optional) - Add a column for each Custom Field you'd like to include. If you have a custom field named Teams, include a Teams column.
Action - This is used for Partial Uploads. You should leave it blank otherwise.
File Format & Naming Convention
After you have completed the steps above, you can deposit either a .CSV or a .XLSX file into the main root-level directory when you login. Other file types are not accepted.
The file must also have a certain name or it will not process. These options are Full.csv, full.csv, full.xlsx, or Full.xlsx for full uploads or partial.csv, Partial.csv, partial.xlsx, or Partial.xlsx. A file name that includes a date or company name will not be accepted.
The name determines if Motivosity treats the file as a Full Upload or Partial Upload.
Full or Partial Upload
When you do a Full Upload in Motivosity, you are telling the system that the information you are uploading is representative of ALL of the information you want in Motivosity. Basically any user information that existed before this upload will be ignored and replaced with whatever is on the sheet you are uploading now.
A Partial Upload is one in which you are going make several changes to the information that is already there, by uploading a file that may or may not have a complete list of all users. This can include adding several new users (but you don't want to deactivate any users currently in the system), updating information about a several users that are already in the system, or deactivating several users from the system at a time.
Partial Uploads allow you to process different types of updates simultaneously. For rows intended to add or update users, you may leave the Action column blank. However, to deactivate a user, you must explicitly enter DELETE in that Action column.
Note: During a Full Upload, the system ignores the Action column entirely.