Creating a Staff File for Upload into Handshake

Tawnya -

There are two ways to add career services users to Handshake, and this article discusses both of them. For larger teams, the most efficient way to add CS users will be to upload them using a CSV file. For smaller teams of only 5-10 users, it might be easier to add them one by one in the Staff Management section of your school settings. 

Let's start with a CSV file. As with other CSV files you can upload, you have to ensure that the fields are formatted correctly. Also, please download the example document to get a better sense of what you can include. Each field that you can upload will have its own column in a CSV file, and while some of these fields will be required, others are just recommend or optional. If a header isn't the same in your file as in our example, Handshake won't identify be able to identify it and it will get ignored! We recommend that you copy and paste from the example file to ensure the formatting of your headers is correct. 


Required Fields

email_address: This is the basic identifier for each user in Handshake. It has to be unique for that user, meaning that the same email can't be tied to two accounts. This is usually a .edu email address, but it doesn't have to be. Make this whatever email your staff are going to use with Handshake

username: This is often an identifier that your school might use, but for almost all CS users this is just the email address repeated. If there is another identifier that your school uses, you can include this here. 

user_type: Note the capitalization here! This field is always going to be "Career Services" for a Career Services file. Easy!

auth_identifier: This field is whatever students and staff use to sign in to your Single Sign On system. If you aren't using SSO, this can just be email as well. If you are using SSO, it will be your login credentials.

first_name: Fairly self explanatory, we just need to have at least a first name for each user with the initial upload. Staff can add more information on their own if you choose not to.


Recommended Fields

These don't really require much in the way of explanation - you can include them if you want, or leave it up to your team to fill them out however they may choose.


Optional Fields


gender: It's totally optional whether you want to include this or not, but if you do so it has to be one of the following:


bio: This field can be used to import biographical information about users in the form of short blurbs that will be visible when people view their profiles. If you already have this text readily available in another location, copying and pasting here can save everyone a lot of time. If not, staff can write these for themselves once they are in the system

mobile_number: You can include this field if you want it to be something that other CS users could look up on that user's profile. This will not be something that student users can ever see. Staff can add their office number as well once they are in Handshake.

roles_names: This is a list of the different abilities and permissions this user will have in Handshake. To get a better understanding of all of these, please check out our Staff Roles and Permissions support article. Include all of the roles that you would like each user to have, and just omit the rest. Please be sure to include these as a semi-colon delimited list without spaces. Here is a list of all the potential roles:

Applications and Outcomes
Career Fairs
Employer Approvals
Explore Insights
External Feeds
First Destination Surveys
Interview Schedules
Launch Check-in Kiosks
Manage All Appointments
Manage Labels
Manage Own Appointments
Manage Staff
Manage Students
Mass Emails
Request Access to Schools
Upload Attachments
View as Student
View Shared Notes

Here is the list in a comma delimited form. This could be really useful if you just want to copy and paste the list from this article into the file you are making:

Applications;Applications and Outcomes;Articles;Career Fairs;Employer Approvals;Events;Experiences;Explore Insights;External Feeds;First Destination Surveys;Interview Schedules;Jobs;Launch Check-in Kiosks;Manage All Appointments;Manage Labels;Manage Own Appointments;Manage Staff;Manage Students;Mass Emails;Mentorships;Outcomes;Pins;Posts;Reports;Request Access to Schools;Rooms;Surveys;Upload Attachments;View as Student;View Shared Notes


Now if your team is small and it will just be easier to add users manually, you can do that in your school settings. First, click on your name and then select Schools Settings:

Scroll down to the bottom of the options on the left side until you see Staff Management, and click on that option to start adding staff members:

In the top right hand corner of the next screen you will see a button that allows you to add staff members manually:

Click on the button and you will be able to create a new Career Service user account for your school. Note that Username, Email Address, and First Name are the only required fields here. Usually you can just add these basics and count on your staff to add more information themselves. 

One last important point about creating profiles is the Public Profile button:

If you check this box, then your user will appear as a Point of Contact on your school's homepage. That looks like this:

Note the Public Staff List above. The CS users who have selected to make their profiles public will appear here, and anyone who visits your school's page (that could be students or employers) will be able to see your faces, click on your names, and then get in touch with you using your contact information. Usually schools either have a variety of users who are public or they create one profile that has a name like "University Career Center" with the generic contact information for the office. Whatever you choose, it's usually a good idea to have at least one point of contact here.




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