Organisational units

You create the organisational units for staff management, with time-tracking rights and leadership.

Format: CSV (comma or semicolon), UTF-8
Access rights: Staff (write)
Example file: Organisationen_beispiel_technisch.csv (download)

In short: With this file you create organisational units, for example head office or trainer team, or change existing ones. You define how clocking is permitted there and who is in charge.

What you need this for

Organisational units structure your staff. They determine whether time tracking via the app or the scanner is allowed, and they name the leadership. With a table you set up all units at once.

Before you start

Rights: You need write access for the area Staff (Personal).
Import beforehand: The persons you refer to in the column LEADERSHIP_PERSON_ID. The persons must be created in vynst.
Backup: An import cannot be undone at the click of a button. Before larger changes, export the affected data under Settings → Export (Einstellungen → Export).

Prepare the file

Format: CSV. The separator is semicolon ; or comma ,. Put texts containing separators in quotation marks "…".
Header row: The first row contains the column names exactly as written here. The first 4 columns must appear in this order.
Number: ORGANIZATION_GROUP_ID is your own number for the unit. It is stored and recognised in later imports.
Yes/No: ja or nein, also 1 or 0 and true or false. Always fill in the time-tracking columns, see “Good to know”.

Columns

Column	Required	Content	Example
`ORGANIZATION_GROUP_ID`	yes	Your number for the organisational unit	`ORG-1`
`ORGANIZATION_GROUP_NAME`	yes	Name of the unit	`Geschäftsstelle`
`APP_TIME_TRACKING`	yes (column), always fill in the cell	Yes/No: time tracking via the app is allowed	`ja`
`SCANNER_TIME_TRACKING`	yes (column), always fill in the cell	Yes/No: time tracking via the scanner is allowed	`nein`
`INTERNAL_DESCRIPTION`	no	Internal description, for you	`Verwaltung des Vereins`
`EXTERNAL_DESCRIPTION`	no	Description for external presentation	`Ansprechpartner für Mitglieder`
`LEADERSHIP_PERSON_ID`	no	Numbers of the persons in leadership, separated by commas. Empty removes all previous leaders.	`AFS_CSV_1001,AFS_CSV_1003`

Example

ORGANIZATION_GROUP_ID;ORGANIZATION_GROUP_NAME;APP_TIME_TRACKING;SCANNER_TIME_TRACKING;INTERNAL_DESCRIPTION;EXTERNAL_DESCRIPTION;LEADERSHIP_PERSON_ID
ORG-1;Geschäftsstelle;ja;nein;Verwaltung des Vereins;Ansprechpartner für Mitglieder;AFS_CSV_1001,AFS_CSV_1003
ORG-2;Trainerteam;nein;nein;Trainerinnen und Trainer;;AFS_CSV_1004

Example file: Organisationen_beispiel_technisch.csv

The head office ORG-1 records working time in the app, but not at the scanner. Its leadership is the persons AFS_CSV_1001 and AFS_CSV_1003. The trainer team ORG-2 records no time and is led by AFS_CSV_1004.

How to proceed

Open Settings → Import (Einstellungen → Import).
Click Add (Hinzufügen) and select the file. The file name must contain .csv, e.g. organisationen.csv.
The file appears in the list and is processed in the background. Check the log afterwards.

Good to know

Repeated import: A known number updates the existing unit. A new number creates a new unit. Always keep the same number for each unit.
Time tracking: If the cell APP_TIME_TRACKING is empty, vynst takes the previous value of the scanner column. Therefore always fill in both columns.
Leadership: Only persons that vynst finds are entered. Numbers that are not found are skipped without a message. Check the leadership in vynst afterwards.
Changing leadership: If the column LEADERSHIP_PERSON_ID is present, each row replaces the leadership with the persons given. If the column is empty, nobody is in leadership afterwards.
Missing columns: If an optional column is missing, the field remains unchanged for existing units.
Calendar: After the import, the calendar is regenerated in the background.

When something does not work

Message in the log	Meaning	What to do
`FAILED: No matching processor found.`	File name or header row does not match any import	Check that the file name contains `.csv` and that the first 4 columns are in the correct order
`FAILED: User missing rights to import.`	You lack the right Staff (Personal)	Ask an administrator
`Error: skipped empty line`	Empty row, is skipped	Nothing to do, or remove empty rows
`Error: skipped missing identifier`	`ORGANIZATION_GROUP_ID` is missing. The row appears directly below as `LINE-DATA`.	Add the number
`Error: less then one line`	The file contains no data rows	Check the file