Article Content
- Why keeping your data accurate matters?
- How is my data used in Hive?
- Data Security & Confidentiality
- What about leavers?
- What’s an “Authorised Attribute Segment”?
- Do I need to send all data every time?
- Top Tips Before Uploading
If integrating via an HRIS or SFTP isn’t an option, don’t worry, we’ve got a supported method for you. Our Support team can help you get your data securely into your Hive platform.
It’s a great alternative for smaller organisations or those without dedicated IT support. You can send up to 4 data files per year, and we’ll handle the rest. There’s a 10-day SLA, so it’s perfect for planned updates like quarterly surveys or team changes.
Looking for the user data upload form? It's right here.
Why choose this method?
- Great for small teams or non-technical users
- Up to 4 uploads per year (ideal for quarterly updates or key milestones)
- Supported by our friendly Hive Support Team
How it works?
We’ll help you keep your Hive up to date with minimal effort:
- Fill out our user data upload form to get started
- Send your file securely via Zivver (we’ll guide you through it!)
- Our team uploads the data and confirms when it’s done
- Turnaround time: Uploads are completed within 10 working days — plan ahead if you’re preparing for a launch!
What data do I need to include?
To make sure your users can access Hive correctly, we’ll need the following fields:
- Unique Identifier (e.g. employee ID – must be unique)
- First Name
- Last Name
- Email Address
- Telephone Number
- Status (active or inactive)
- Locale (language preference)
- Role (Administrator, Manager, Employee)
- Reporting Information (e.g. team, department, length of service, etc.)
We’ll help you decide on your unique identifier and user roles during onboarding. The more data you’re comfortable sharing (like departments or locations), the more powerful your insights will be.
Why keeping your data accurate matters?
Accurate user data means:
- Surveys reach the right people
- Managers see only relevant insights
- Feedback is segmented effectively (e.g. by department, location, tenure)
How to update your data
Option 1: Export + Edit
- In User Settings, click Export to download your current list
- Make changes to any fields as needed (e.g. add new hires, update roles)
- For cells that haven’t changed, input {NO_UPDATE}
- Send the updated file securely via Zivver
Option 2: First Upload?
- Fill in the full user data template
- Include all required fields found in this article
- Send it securely using Zivver
Option 3: Editing a Few Users
- Go to Users in Hive
- Click the three dots next to the employee’s name
- Choose Edit User or Delete User
How is my data used in Hive?
Your data powers the insights you see in Hive. It’s grouped into two categories:
- Structural: Directorate, Division, Department, Location
- Demographic: Gender, Age Group, Length of Service, Contract Type
Administrators, Managers and Hive’s Delivery Team can access demographic data. All data is used in line with our confidentiality commitments.
Data Security & Confidentiality
Your data’s safety is our top priority:
- All files must be sent via Zivver (our secure transfer tool)
- We never accept user data over email
- You can request to use SFTP or a HRIS integration if preferred
What about leavers?
When requesting an upload with Hive Support you’ll be asked:
“Should anyone not in the list be removed from the system?”
- Select Yes to remove leavers
- Select No if some users are missing but should stay in Hive
If your file is password protected, include the password in the support ticket details.
Common Questions
What file format should I use?
- .csv or .xlsx (zipped if needed)
- Must include: First Name, Last Name, Unique ID (minimum)
- Attributes like Department, Location should match exactly across uploads
- Case sensitive: IT and it will be treated as separate
- Locale: Include correct language codes for multilingual surveys
- Phone numbers: Use consistent formats, ideally international e.g. +441234567891
- Dates: Use DD/MM/YYYY format
- Status: “active” or “inactive”
What’s an “Authorised Attribute Segment”?
This defines which segments managers can access — e.g. a London Head of Department may only see insights for Department: IT and Location: London.
Do I need to send all data every time?
Nope! You can choose:
- Partial update — Update or add users without removing anyone
- Full upload — Replace the full list and remove anyone missing
- Small edits — Use the Hive platform directly for a small updates
Top Tips Before Uploading
Here’s what to double check before sending your data:
- No duplicate email addresses or IDs
- No missing required fields
- No extra spaces or spelling errors
- Segments are consistent with previous uploads
- Only include reportable attributes (avoid things like salary)
- Use Results Segmentation for sensitive info (e.g. race or religion)
- Upload your file in time - uploads have a 10 working day SLA
Still need help?
Your Hive Customer Success Manager will guide you through this during onboarding. And if you ever need a hand, our Support Squad is just a message away.