# Notebook 3: Employee Onboarding

## Overview

Generate the employee template and onboard employees for a city tenant.

File: `3_EmployeeOnboarding.ipynb`

Creates:

* Employee accounts
* User login credentials
* Role assignments
* Jurisdiction (work area) assignments

{% hint style="warning" %}
Employee onboarding runs at the **city/ULB level**. Authenticate using **city tenant** credentials (example: `pg.citya`).
{% endhint %}

<figure><img src="/files/yPb9dxOmScDQuoHqt0Io" alt=""><figcaption></figcaption></figure>

## Steps

### Step 1: Open the notebook

* Open Jupyter and go to the `Notebooks` folder.
* Open `3_EmployeeOnboarding.ipynb`.

### Step 2: Authenticate (city-level)

Authenticate the same way as Notebook 1, but use the **city tenant** credentials.

### Step 3: Generate the employee template

* Enter your tenant ID (example: `pg.citya`).
* Click **📋 Generate Employee Template**.
* Wait for the template to populate the dropdown values.

**The notebook typically pulls:**

* Departments and designations (from Notebook 1)
* Role list (from MDMS)
* Boundaries (from Notebook 2)

<figure><img src="/files/4ENoXv0mQPazPh7Z82fU" alt=""><figcaption></figcaption></figure>

### Step 4: Download the template

Click **📥 Download Template**.

<figure><img src="/files/M1beVwvRXUx8sUNLjVE4" alt=""><figcaption></figcaption></figure>

### Step 5: Fill in the employee template

Open the downloaded Excel file and fill in the required fields.

Main columns to fill:

| Column                 | Example          | Notes               |
| ---------------------- | ---------------- | ------------------- |
| User Name\*            | John Doe         | Full name           |
| Mobile Number\*        | 9876543210       | 10 digits, unique   |
| Password               | (leave empty)    | Default: `eGov@123` |
| Department Name\*      | WATER DEPARTMENT | Use dropdown        |
| Designation Name\*     | engineer         | Use dropdown        |
| Role Names\*           | GRO,EMPLOYEE     | Comma-separated     |
| Assignment From Date\* | 01-01-2024       | DD-MM-YYYY          |
| Date of Appointment\*  | 01-01-2024       | DD-MM-YYYY          |

Use the dropdown menus where present.

Use the README sheets for reference:

* `README - Roles`
* `README - Departments`
* `README - Boundaries`

<figure><img src="/files/ukY4iF83klO10Cdo3fOx" alt=""><figcaption></figcaption></figure>

Save the file when done.

<figure><img src="/files/faSh0PLxjmSvvOYqGA0M" alt=""><figcaption></figcaption></figure>

### Step 6: Upload and process

* Upload your filled template.
* Click **📤 Upload & Process**.

<figure><img src="/files/YdnTQqX7ZtT4i8OSOqS2" alt=""><figcaption></figcaption></figure>

### Step 7: Verify results

You should see a summary like:

```
[SUMMARY] Created: 25
[SUMMARY] Already Exists: 0
[SUMMARY] Failed: 0
✅ [SUCCESS] Employees uploaded successfully!
```

<figure><img src="/files/eRT99HJNWDtiAwCffiz5" alt=""><figcaption></figcaption></figure>

<figure><img src="/files/JmGi7wMEdayXl1KnSd5f" alt=""><figcaption></figcaption></figure>

### Step 8: Handle errors (if any)

If some employees failed:

<figure><img src="/files/oQ7giMp9wmu2LSOtNOKW" alt=""><figcaption></figcaption></figure>

* Download the processed file.
* Filter to rows with `_STATUS = FAILED`.
* Read `_ERROR_MESSAGE`.

Example:

<table><thead><tr><th width="254.6640625">_STATUS</th><th>_ERROR_MESSAGE</th></tr></thead><tbody><tr><td>FAILED</td><td>Mobile number already exists</td></tr></tbody></table>

<figure><img src="/files/MnLpKEtzrh9iY3SfjoHl" alt=""><figcaption></figcaption></figure>

* Fix the failed rows.
* Delete the status columns: `_STATUS`, `_STATUS_CODE`, `_ERROR_MESSAGE`.
* Save and re-upload.

The system skips rows that were already successful.


---

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