To manage your employees on Swile Travel, you can either:
- Create / edit / deactivate them via your admin area. If you have little staff turnover, we recommend this option.
- Connect your HRIS and Admin area via an SFTP feed. In this article, we’ll explain how to do this 🚀
💡 What is the SFTP feed?
An SFTP feed integration lets you connect your HRIS to your Swile Travel admin area to automatically add, edit or remove employees.
There’s no risk of a former employee still having access to Swile Travel. 😌 Here’s what happens in detail:
- Any new employee found in the uploaded file will have a traveller profile created
- Any changes in the file will update the traveller profile
- Any employee removed from the file will have their traveller profile deactivated.
💾 How do you set it up and what are the requirements?
- File format: flat .csv file
- Swile SFTP URL: http://transfer.swile.co/
- CSV file naming: the file name must start with: travel_
- Frequency: daily, weekly or monthly
- First_name – required
- Last_name – required
- Email – required, must be unique within the organisation and be a valid email address
-
Team_name – optional but required if no manager email is provided
- Must match an existing team name in Swile Travel; otherwise, a new team will be created
- Manager_email – optional but required if no team name is provided and must be a valid email address for an employee present in the file
- Billing_entity_id – required, must exactly match the ID provided by Swile for a billing entity the user will be linked to
-
Gender – required, many values accepted
- Male: mr, m, m., monsieur, mister, homme, h, man, male
- Female: mm, mme, mlle, mle, melle, madame, mademoiselle, miss, missus, ms, mrs, mistress, femme, f, woman, female
- Phone_number – optional but highly recommended, to make it easier to contact customer service. If not provided, enter “N/A” in the column
-
Birth_date – required
- Format to use: DD/MM/YY or DD/MM/YYYY
- Custom_identifier – optional but recommended, especially for the SFTP feed and to avoid creating duplicate accounts
-
Need_to_invite
- Values: true or false, yes or no; if true/yes, the invitation will be sent immediately
-
Invitation_date
- Enter the invitation date if it is after the upload date
- Position (Cost centre) – optional, if you don’t have a cost centre per employee, you can remove this column
- Client creates a private/public key pair
- Share the public key with Swile
- Swile configures the area
- A test file is uploaded as agreed between the client and Swile
✍️ Manually managing users with an active SFTP feed
Enabling the SFTP feed automates your workforce management. However, if you need to manage certain profiles manually in exceptional cases, here’s what to do to make sure they’re not affected by automatic synchronisation.
Follow these steps:
- Go to the Administration tab, then Teams.
- Select the destination team.
- Click Create a user and fill in the required information.
- Tick the "Do not automatically deactivate this user" option.
If you don’t enable this option, the profile will be automatically deactivated or overwritten during the next SFTP feed update, as it’s not present in your source file.
To deactivate a user:
- Go to their profile.
- Untick the "Do not automatically deactivate this user" option.
The employee will be automatically deactivated during the next SFTP update.
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