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Import from Excel or Google Sheets

The fastest way to get your people into Oho is a spreadsheet. You fill in Oho's template, connect it once, and Oho creates your workers and starts verifying the credentials you've listed for them. This guide walks through it from start to finish.

What you'll end up with

Your whole workforce in Oho — each person a worker, with their credentials added and checked — without typing anyone in by hand.

Before you start​

You'll need:

  • Your list of workers and the credential details you hold for them (names, dates of birth, organisation, card or registration numbers).
  • A spreadsheet in Oho's template format. The template has two sheets: a Workers sheet (one row per person) and a Credentials sheet (the cards and registrations they hold). Keep the column headings as they come in the template so Oho can read them.
Excel or Google Sheets — your choice

Both work the same way and use the same two-sheet layout. Google Sheets is the simplest if you'd rather not host a file yourself.

Step 1: Fill in the template​

Start from Oho's template, which already has the two sheets and the right column headings:

⬇ Download the Excel template (.xlsx)

Enter your people on the Workers sheet — one row each — and their cards and registrations on the Credentials sheet. Match each credential to its worker using the same Work Email, and keep the column headings as they come so Oho can read them. Save the file (or, for Google Sheets, upload the template to Google Drive and open it as a Sheet) when you're done.

The import template, showing the Workers and Credentials sheets

Step 2: Open Integrations​

In the left menu, under Admin, click Integrations, then start a new integration.

The Integrations page in Oho

Step 3: Choose your source​

Pick Excel or Google Sheets from the list of sources.

Choosing Excel or Google Sheets as the source

Step 4: Connect your spreadsheet​

This file holds sensitive PII — restrict the link

Your spreadsheet contains workers' names, dates of birth, and card/registration numbers. A link set to Anyone with the link exposes all of it to anyone who obtains that URL — no sign-in required — and a shared or leaked link is enough to disclose it. These are personal-information handling obligations under the Australian Privacy Principles (see Workers → Privacy & access).

To keep exposure to a minimum:

  • Use the tightest sharing Oho supports for your source, and avoid a public "Anyone with the link" URL where a more restricted option is available.
  • The file only needs to be reachable while an import runs. For a one-off import, revoke sharing as soon as it completes (see Step 6). For a recurring schedule, it only needs to be reachable during the scheduled runs.
  • Never post the link in email, chat, or tickets, and don't reuse it for anything else.

If you chose Google Sheets:

  1. Open your Google Sheet and click Share (top-right).
  2. Under General access, change it to Anyone with the link, set to Viewer.
  3. Copy the link and paste it into the field in Oho.

Setting a Google Sheet to Anyone with the link, Viewer

If you chose Excel:

Oho needs a link to your .xlsx file that it can reach. The easiest way to get one is OneDrive:

  1. Upload your completed .xlsx to OneDrive.
  2. Create a share link, set so anyone with the link can view.
  3. Copy that link and paste it into the field in Oho.

Any other web-hosted location works too, as long as Oho can reach the file — but OneDrive is the simplest. (Prefer not to host a file at all? Use Google Sheets instead.)

Pasting the file link into Oho

Step 5: Set how often it runs​

Choose a schedule. You can run the import once to get started, or have it run on a regular schedule so changes you make in the spreadsheet flow through automatically.

Setting the import schedule

Step 6: Name it and save​

Give the integration a name you'll recognise, then save it. Oho runs the import and brings your people in.

Naming and saving the integration

Step 7: Lock the file back down​

Once the import has run, tighten the sharing you opened in Step 4 so the PII in the file is no longer exposed:

  • One-off import: revoke the share link entirely (in Google Sheets or OneDrive, set access back to Restricted / remove the link). Oho already has your people — it doesn't need the file again.
  • Recurring schedule: the file must stay reachable for future runs, so leave sharing in place — but keep it as restricted as Oho allows, store the file somewhere access-controlled, and review periodically whether the schedule (and the open link) is still needed.
tip

If you turn off a recurring import later, revoke the link at the same time.

What happens next​

  • Your people appear under All Workers.
  • Each credential you listed is checked against its official source straight away — see One-off verification.
  • To keep those checks current over time, set up Verification Sources for ongoing monitoring.
Updating later

If you set a recurring schedule, you don't re-import by hand — edit your spreadsheet (or Google Sheet) and Oho picks up the changes on the next scheduled run.

Common questions​

My Google Sheet import found nothing. Check that sharing is set to Anyone with the link → Viewer, and that you pasted the sheet's link (not a screenshot or a private URL).

Some rows didn't import. Make sure the column headings still match Oho's template and that each credential row points to a worker on the Workers sheet.

I don't see Integrations. This is an admin area — if it's not in your menu, ask an admin in your organisation, or contact support@weareoho.com.