How to upload your employee roster to People Sync

Welcome to People Sync!

People Sync is a secure way for your organization to automate the way you invite employees to join your Lyft Business account, grant access to your organization's Lyft Business products, and remove employees who depart from your account. You can think of People Sync as a shared folder between your organization and Lyft, using Lyft's SFTP server. We check for updates to your employee list on a daily basis so you no longer have to worry about manually adjusting and removing people and permissions.

How People Sync works:

  • Set up a secure SFTP connection between your employee database and Lyft Business.
    People Sync can easily support large file transfers and provides the highest level of protection because it is powered by SFTP.
  • Manage your current employee roster via a CSV file to keep your employees' permissions up-to-date.
    When employees are added to the shared employee folder, they will automatically receive invitations to create a Business Profile. They won't have to go through the trouble of verifying their business email address. Once they’ve created their Business Profile, they can accept their invitation to begin using the Lyft Business products you’ve given them access to
  • When employees are removed from the list, they will automatically no longer have access to your Lyft Business account.
    When employees are removed from the shared employee folder, they are automatically removed from the account and lose access to enabled features

There are two ways you can format your employee roster CSV file for People Sync:

  • A standard employee roster grants all employees the same permissions and access to Lyft Business products across the board
  • A segmented employee roster grants specific employees different permissions and access to Lyft Business products — this is best for organizations with multiple Concierge branches, Auto Pay groups, and/or Credits programs

This article will walk you through how to properly format your employee roster CSV file, depending on the type of permissions and access you'd like to grant your employees.

Please note: Making changes to your people directly in the Lyft Business portal may cause unexpected syncing errors after People Sync has been enabled. We highly recommend to not make any changes via the portal once your organization has begun using People Sync.

 

How to format and upload your standard employee roster to People Sync

A standard employee roster uploaded to People Sync automatically sends invitations to all employees to join your Lyft Business account and have access to the same Lyft Business products across the board. Whether your organization uses Auto Pay, Concierge, Credits, or any combination of these 3 Lyft Business products at the same time, your people will automatically be invited to start using these products.


Formatting your employee roster CSV file

  • The CSV file has to be UTF-8
  • The CSV file must be named employee_roster.csv
  • The CSV file must be a comma-delimited file with the following columns in the header: Employee Email,Employee First Name,Employee Last Name,Employee ID
  • 'Employee Email' is the only required field
  • The headers can be in any order

Optional fields for your CSV file:

  • You have the option of including unique identifiers of your employees in the 'Employee ID' column. In your organization's monthly transaction report from Lyft, each ride transaction will include the provided Employee ID associated with each specific employee so that your organization can easily reconcile your Lyft spending
  • We also support 2 additional optional custom tag columns — 'Custom Tag 1','Custom Tag 2' — for you to group or add flags to your employees. In your organization's monthly transactional report from Lyft, each ride transaction will include the provided custom tag information associated with each specific employee so that your organization can easily reconcile your spending with the employee information/grouping your organization uses internally

Here is the content of an example file, utilizing the 'Custom Tag 1' to help track cost center. Notice the first line contains header information:

Employee Email,Employee First Name,Employee Last Name,Employee ID,Custom Tag 1

johndoe@yourcorp.com,John,Doe,8151658,HR_dept
janesmith@yourcorp.com,Jane,Smith,7124590,IT_dept

Screen_Shot_2018-07-20_at_1.51.59_PM.png


Upload your organization's updated standard employee roster:

  1. Upload a CSV file, named employee_roster.csv, of your employee roster into the /users/ folder. Please see the Formatting your employee roster CSV file section below to ensure your CSV file is formatted correctly
  2. To update your employee roster, overwrite/replace employee_roster.csv in the /users/ folder with your latest copy as often as you need to

 


 

How to format and upload your segmented employee roster to People Sync

With a segmented employee roster, all employees on your roster will be invited to your Lyft Business account, but different individuals or groups of employees will receive invitations to specific Lyft Business products that you determine they should have access to.

  • People Sync supports the segmentation of your employees based upon the Auto Pay account, Concierge branch, and/or Lyft Credit Program you specify to invite them to.
  • You can invite any employee to have access to one, some, or all of the Lyft Business products you use.


Formatting your employee roster CSV file for segmenting permissions to Auto Pay, Concierge, and/or Credits

The segmentation of permissions is determined by one unique column in your employee roster CSV file — Program ID(s). The following is required for your CSV file:

  • The CSV file has to be UTF-8
  • The CSV file must be named employee_roster.csv
  • The CSV file must be a comma-delimited file with the following columns in the header and all headers in quotations: "Employee Email","Employee First Name","Employee Last Name","Employee ID","Program ID(s)"
  • All values entered into the CSV file must also be in quotations
  • 'Employee Email' and 'Program ID(s)' are both required fields
  • To enter in multiple Program ID(s), use a semi-colon — ";" — to separate them
  • The headers can be in any order


Finding your organization's Program ID(s)

Program ID(s) can be found at the end of the URL at the top of the page in your Lyft Business portal. Program ID(s) will populate in the URL when you click into any Auto Pay group, Concierge branch, and/or Lyft Credit program you want to add an employee to.

Program ID(s) for an example organization named Starfleet look like this:

  • Auto Pay —
    https://www.lyft.com/business/starfleet/business-profiles/auto-pay/starfleet__starfleet-auto-pay
  • Concierge —
    https://www.lyft.com/business/starfleet/concierge/branches/starfleet__starfleet-concierge-branch
  • Credits —
    https://www.lyft.com/business/starfleet/credits/programs/starfleet__starfleet-credits

Once you have located your Program ID’s, open your segmented employee roster and input them into the Program ID(s) column in the same row(s) as the individual or group of employees you are granting access to.

Optional fields for your CSV file:

  • You have the option of including unique identifiers of your employees in the 'Employee ID' column. In your organization's monthly transaction report from Lyft, each ride transaction will include the provided Employee ID associated with each specific employee so that your organization can easily reconcile your Lyft spending
  • We also support 2 additional optional custom tag columns — 'Custom Tag 1','Custom Tag 2' — for you to group or add flags to your employees. In your organization's monthly transactional report from Lyft, each ride transaction will include the provided custom tag information associated with each specific employee so that your organization can easily reconcile your spending with the employee information/grouping your organization uses internally

Here is the content of an example file, utilizing the 'Employee ID' and  'Custom Tag 1' to help track cost center.

Headers: "Employee Email","Employee First Name","Employee Last Name","Program ID(s)","Employee ID","Custom Tag 1"

  • "johndoe@yourcorp.com","John","Doe","starfleet_starfleet-auto-pay";"starfleet__starfleet-credits","8151658","HR_dept"
  • "janesmith@yourcorp.com","Jane","Smith","starfleet_-concierge-branch";"starfleet__starfleet-auto-pay","7124590","IT_dept"

Screen_Shot_2018-10-25_at_4.11.44_PM.png


Upload your organization's updated standard employee roster:

  1. Upload a CSV file, named employee_roster.csv, of your employee roster into the /users/ folder. Please see the Formatting your employee roster CSV file section below to ensure your CSV file is formatted correctly
  2. To update your employee roster, overwrite/replace employee_roster.csv in the /users/ folder with your latest copy as often as you need to

 


Configuring your network

You should be able to access the SFTP server by simply using the hostname sftp.lyft.net via port 9411 without any additional configuration. If you run into network issues, please see our network configuration troubleshooting steps.

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