Efficient internal communication hinges on a well-organized list of employee contacts. With Udext, you can effortlessly categorize your employees into specific groups, ensuring that messages reach the right teams or departments. Whether you're adding individual employees or integrating entire departments, Udext provides a seamless process. Here's a step-by-step guide to ensure you get it right, even if you're starting from scratch.
Manually Inputting Individual Employee Details
From your Udext dashboard, navigate to the 'Contacts' section on the left side menu.
Select the 'Create Contact' option.
Input the employee's details, including their first name, last name, email, phone number, associated groups, language preference, and any relevant notes.
Before saving, ensure you tick the checkbox confirming you've obtained written consent from the employee to send them texts.
Click 'Create' to finalize the addition.
Bulk Uploading Contacts Using an XLSX File
Udext simplifies the process of adding multiple contacts at once using an XLSX template.
From your Udext dashboard, navigate to the 'Contacts' section on the left side menu.
Click on 'Import Contacts'.
Click on 'Download XLSX Template' to fill it out with your employee data.
Populate the downloaded XLSX Template with your employee data. Ensure all columns in the Datasheet are filled.
Download your populated file in XLSX format.
Return to your Udext dashboard. As with manual input, check the box confirming you've received written consent from all employees listed to text them.
Click 'Start Process'.
Click 'Select File' and select your populated XLSX file
Confirm the header row is selected (firstname, lastname, phone, email, etc.), then click 'Next'.
Match columns as needed, then click 'Next'.
Validate data. Rows with errors will be highlighted red (ex. Group doesn't exist, Phone number missing, etc.) - you can toggle to show only rows with errors and make corrections.
Click 'Confirm'. Any rows with remaining errors will be ignored when submitting.
Updating Contacts Using an XLSX File in Udext
Export Contacts:
Go to 'Contacts' in Udext and select the ones to update.
Click 'Export' to download their details in an XLSX file.
Edit in Excel:
Open the downloaded file and update the contact details.
Reminder: Do not change the ID column.
Upload Updated File:
Save your changes and go back to 'Contacts' in Udext.
Click 'Import Contacts' and upload your edited file.
This method allows quick, bulk updates to your contact list without manually editing each entry.
Helpful Tips for XLSX Uploads:
Retain the original header columns.
The order of contacts in the XLSX doesn't matter.
An omitted language column defaults the language to English.
Ensure any groups listed are already created in Udext.
Separate multiple group names with commas.
Utilize the provided acronyms in the Reference Sheet for countries and language preferences.
Syncing Contacts Through HRIS Integration
Udext's compatibility with 200+ HRIS systems ensures a smooth integration process.
Head to the 'Settings > General' tab.
Click on "Connect an HRIS account". Choose your desired HRIS system from the available list.
Follow the on-screen instructions to complete the integration and synchronize your contacts.
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