Register, invite and import employees

Three ways to register employees

• One by one in the customer portal: First name, last name, email address and optionally employee number and language.
• CSV import: Many employees at once from a file, see the “CSV format” section.
• API: Your HR system transfers the employees automatically, up to 200 per call. See API documentation.

CSV format

The file contains the following columns, separated by commas:

mitarbeiternummer,vorname,nachname,email,sprache
MA-001,Maria,Muster,m.muster@beispiel.ch,
MA-002,Hans,Müller,h.mueller@beispiel.ch,en

• The first row may be a header row; it is detected automatically.
• The employee number may be left empty and is then assigned automatically.
• The language (“de” or “en”) is optional and determines the language of the emails and upload page for that person. Empty means: your account’s default language.
• Duplicate email addresses within the project and invalid addresses are skipped. The result shows which rows were skipped.

Employee number and email address

• Every person needs an email address because the invitation is sent by email.
• Email address and employee number are unique per project.
• Without your own employee number, PortraitFlow assigns one automatically in the pattern MA-<project id>-001, -002 and so on. The number is part of the image file name and is used for matching.
• Tip: use your personnel number as the employee number so finished images can later be matched unambiguously.

Invitation and personal link

• Each person receives an email with a personal link for the photo upload. No account and no password are needed.
• Who invites? For contract customers, PortraitFlow triggers the invitation. In the free trial account you invite the employees yourself with one click in the portal.
• Validity: The link is valid until the project deadline. If someone is invited only after the deadline has passed, the person automatically receives a window of 14 days.
• Reminders: Per project, automatic reminders can be set up for one or more days before the deadline (on request by PortraitFlow). They only go to people who have not uploaded a photo yet, and at most once per configured day.
• Changing an email address: If the person has not uploaded a photo yet and was already invited, a new invitation is automatically sent to the corrected address.

Uploading photos collectively by a photographer

Instead of every person photographing themselves, a photographer can upload an entire shoot for a project at once. Images are matched to employees via the employee number in the file name. Afterwards the individual upload link of the affected people is locked until a retake is requested.

Later additions and deleting

• New employees can be registered and invited at any time. Portraits added later are ready within a maximum of 5 business days.
• When a person, a project or a customer is deleted, the stored images and preview images are removed from the system as well. For backup copies, see Privacy and security.