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

Employee onboarding runs at the city/ULB level. Authenticate using city tenant credentials (example: pg.citya).

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)

Step 4: Download the template

Click 📥 Download Template.

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

Save the file when done.

Step 6: Upload and process

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

Step 7: Verify results

You should see a summary like:

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

Step 8: Handle errors (if any)

If some employees failed:

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

Example:

_STATUS	_ERROR_MESSAGE
FAILED	Mobile number already exists

• 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.