If you already use a skill matrix and Skill Map in Excel, you can import that content into Dive to migrate it.

The import has four parts, which you do in this order: People (roster), Skill items, Skill levels, and Qualifications. Levels and qualifications are saved as records of “whose” and “which skill,” so you need to register the people and skill items first.

For an overview of the Skill Map, see What is a Skill Map? / How to read skill marks.

Before you start

• Skill Map and qualifications are available on the Core, Pro, and Enterprise plans
• In the Skill Map, [Import levels] is available on the Core, Pro, and Enterprise plans, and [Export to Excel] is available on the Pro and Enterprise plans
• Bulk registration of users is done by the Owner or Team Administrator. Group Administrators can also edit skill items and levels for the groups they are responsible for
• All of these steps are done from a PC browser

If your skill matrix is split into a sheet for each department, creating the groups in Dive in the same units will make the import easier to manage.

Step 1: Register people (roster)

The people shown in the Skill Map are users who are already registered in Dive and belong to that group. First, register your roster as users.

1. Open [User management] in the sidebar, and click [Bulk edit] in the upper right
2. [Download current settings] to get an Excel file. It has three sheets: “User list,” “Group hierarchy,” and “How to use”
3. On the “Group hierarchy” sheet, enter your departments and processes. Groups entered here are created as new groups during the import
4. On the “User list” sheet, enter each person’s name on one row, and fill in the Group Affiliation column
5. Select the file, check the contents in the preview, and run the import

The columns on the “User list” sheet are read by position, so edit the downloaded file as it is. The column order is: Email address / Login ID, Name, Role, Email-free account, Employee number / ID, Notification email, Group Affiliation 1 to 10, Furigana, Department, Concurrent department, and Position.

• People who have an email address entered will receive an invitation email. Registration is complete once they set their own password
• For on-site staff who do not have an email address, enter “○” in the “Email-free account” column, and a login ID and initial password will be issued
• The import modes are [Incremental add (recommended)] and [Overwrite (full replace)]. Overwrite deactivates existing users who are not on the sheet, so normally use Incremental add
• Each person you register uses one account from your contract. If the limit would be exceeded, an error is shown in the preview before the import

For details, see Add users (email invitation and issuing email-free accounts).

Step 2: Register skill items

Import the item section of your skill matrix (categories and skill names) from Excel.

1. Go to [Training management] → [Development] to open the Skill Map, and select only one target group
2. Click [Edit skill map]
3. Choose [Import] → [From Excel], and load the file
4. Check what will be added or updated in the preview, and confirm
5. Changes are not applied until you click [Save] on the definition edit screen

The columns read are: Category, Subcategory, Skill, Target headcount, Target level, and Description. Differences in header wording are tolerated, so headers such as “Major category,” “Minor category,” and “Item” can also be read. If you have the two columns Category and Skill, you can import.

• The order of the columns does not matter. Columns that are not supported, such as the number of people who achieved the target or member names, are ignored
• The header row is searched within the first five rows, so a table with a title row above it can be read as it is
• If the Category or Subcategory cell is blank, the value from the row above is carried over. Tables with merged cells can also be read as they are

If you do not have a definition yet, you can also create one from an industry template. See Create a Skill Map from an industry template.

Step 3: Register skill levels

Once people and skill items are registered, import each member’s levels. You can load the skill matrix you use now (a table with people in rows and skills in columns), or enter levels in a file exported with [Export to Excel] in Dive and load that file.

1. On the Skill Map screen, select only one target group, and then choose [More] → [Import levels]
2. Select the skill matrix Excel file (.xlsx or .xlsm). If the workbook has a cover sheet or an instruction sheet first, the import looks for the sheet that contains the table. To read a different sheet, select it again under [Sheet to read]
3. The shape of the table that was read is shown, for example “Read as a table with people as rows and skills as columns.” Columns that were skipped (such as Furigana and Employee number) are also shown
4. If there are symbols such as ○, △, or ×, or numbers outside the range of 1 to 4, choose [Value mapping] to decide which level each value becomes (or [Do not import])
5. If needed, enter [Evaluation date and evaluator for this table (optional)]
6. For [How to handle existing levels], choose [Fill blanks only (keep existing)] or [Overwrite existing too]
7. Check the breakdown of “Import,” “Skip,” “Unmatched members,” “Unmatched skills,” “Conflicting values,” and “Invalid value,” and then click [Import]

Tables that can be read

• Tables with people in rows and skills in columns: the header row has a “Name” or “Email” column, followed by columns for skill names. Two-tier headers (process or category above, skill name below) are also read. Columns such as Furigana, Employee number, No., Affiliation, Position, and Total are skipped, and rows such as “Total” below the table are not counted as people
• Tables with skills in rows and people in columns: this is the “Skill Map” sheet of a file exported with [Export to Excel] from Dive. Enter 1 to 4 in the member columns and load the file. To identify people, the import uses the “Members” sheet in the same file (a mapping of columns, display names, and email addresses), so please use the file without deleting sheets or rearranging columns
• For .xls tables, save the file as .xlsx again before selecting it

Level values and value mapping

• Numbers from 1 to 4 (full-width numbers are also accepted) are imported as levels as they are. Blank cells are treated as “Do not change”
• For symbols such as ○, △, and ×, choose the level for each value after the file is loaded. Cells with values you have not chosen are not imported
• If a table has even one number outside the range of 1 to 4 (such as 0 or 5), as in a five-level table, it is treated as a table with a different scale. You then choose the mapping for all values, including the numbers, so that a “4” on a five-level scale is not taken as Lv4 as it is. Choose while checking the criteria for each level in the Skill Map

Matching people and skills

• People are matched by name or email address, and skills are matched by the skill name in the header. Differences in full-width and half-width characters and in spaces are normalized when the file is read. Please write names and skill names the same way they appear as display names and skill names in Dive
• Rows with an email address in the table are matched by email address. Rows with an email address that is not among the members are not matched by name
• If there are people with the same name, or if two or more rows in the table match the same person, those rows are not imported, so that they are not written to a different person. An email address column makes matching more reliable
• If there are several skills with the same name, the one whose upper header row (process or category) matches the name of a Category or Subcategory is selected
• If two or more cells in the table give different values for the same skill of the same person, those values are not imported and are shown under “Conflicting values”
• Deactivated users, people hidden in the Skill Map, and guests are not included

Keeping the evaluation date and evaluator

If you enter [Evaluation date and evaluator for this table (optional)], they are kept as the date and evaluator for the levels you import, and they also appear with that date and name on the “Evaluation details” sheet of the Excel export (Pro and Enterprise plans). If you leave them blank, the import date and the person who ran the import are used.

Imported levels are recorded in the evaluation history as official levels. Because automatic evaluation does not treat them as “levels set by a person,” a level may go up automatically later, when the conditions are met by records of SOPs, courses, and qualifications. For details, see Set a member’s skill level.

Step 4: Register qualifications

You can import your existing qualification register as it is to record which qualifications people hold.

1. Open [Training management] → [Qualifications], and click [Bulk import] in the upper right
2. Download the [Templates] file, or drag your own Excel or CSV file in as it is
3. In the row-by-row preview, check for rows where the target person is not found and rows where the acquisition date cannot be read
4. Confirm with [Import ◯ rows]

• People are matched using the “Name” or “Email” column, and qualifications are matched using the “Qualification name” column. If there is an email column, email takes priority
• The required columns are Qualification name, Date acquired, and either Name or Email. Expiration date, next re-training, certificate number, issuing organization, and notes are optional. Even if the expiration date is blank, it is calculated automatically from the validity period in the qualification master
• Rows for people with the same name are not imported. Please specify them using the email column
• If a qualification in your ledger is not yet registered, you can choose “Create unregistered qualifications in the master”

For an overview of the qualifications feature, see Manage expiration dates for qualifications (licenses, in-house certifications, health checks).

Frequently asked questions

Do I need to register everyone on the roster?

Each person you register uses one account, so you can also start by registering only the people who are subject to evaluation. If you do not want a registered person to appear in the Skill Map, you can hide them from [Sort & display] → [Member display], found at the upper right of the Skill Map table (at the right end of the header where member names line up). People who are hidden are also excluded from the totals (number of people who achieved the target, base count, and gap).

Can I also move the Furigana and Position columns?

Yes. In the roster Excel from Step 1, enter them in column Q, “Furigana,” and column T, “Position,” on the “User list” sheet, and then import. (Department is in column R.) Positions are ranked in the order listed on the “Position” sheet, from the top down, so higher positions come first. In the Skill Map, positions are shown in the member headers, and you can sort and filter by department and position. For details, see Register departments and positions (department, position, furigana, and HR items in the roster). When importing levels, the Furigana and Position columns are skipped.

Can I import levels with ○, △, and × as they are?

Yes. After the file is loaded, choose in [Value mapping] which level each symbol should become (or whether it should not be imported).

Can I reorganize the groups after importing?

You can change groups at any time, even after the import. Access restrictions for the Skill Map and folders depend on the groups they refer to, so when your organization changes, please also check Key points for reflecting organizational changes in Dive.

Related

• What is a Skill Map? / How to read skill marks
• Add users (email invitation and issuing email-free accounts)
• Set a member’s skill level
• Manage expiration dates for qualifications (licenses, in-house certifications, health checks)
• Automatically update skill levels from course completion, qualification records, and SOP records