People file schema

A people file is the roster of users Conflixis ingests into your group (workspace). Each row represents one position held by one person; the same person can hold multiple positions across multiple rows. Files can be delivered via SFTP on a recurring schedule or uploaded ad hoc through the manager UI bulk-import flow.

This page lists every column Conflixis recognises, with required fields, validation rules, and conventions.

File basics

• Format — CSV, UTF-8 encoded (with or without a BOM).
• Header row — the first row must contain column keys (e.g. email, first_name). If your existing export uses different headers, see Custom column headers below.

Minimum required columns

A people file must include these three columns; every row must have a non-empty value for each:

| Column key | Display label | Notes | | ------------ | ------------- | -------------------------------------------------- | | email | Email | Lowercased and validated as a well-formed address. | | first_name | First Name | Trimmed; max 100 characters. | | last_name | Last Name | Trimmed; max 100 characters. |

The smallest valid file looks like this:

email,first_name,last_name
ada@example.com,Ada,Lovelace
grace@example.com,Grace,Hopper

Recommended starter columns

For most rollouts we recommend including these columns from day one. They unlock manager-hierarchy display, physician matching, and clean per-person identification across exports.

email,first_name,last_name,npi,employee_id,job_title,manager_email
ada@example.com,Ada,Lovelace,1234567890,EMP-00001,Engineer,grace@example.com
grace@example.com,Grace,Hopper,,EMP-00002,Director,

Full field reference

Person identity

| Column key | Display label | Required | Max length | Format / notes | | ------------- | ------------- | -------- | ---------- | ------------------------------------------------------------------------------- | | prefix | Prefix | No | 50 | e.g. Dr., Ms. | | first_name | First Name | Yes | 100 | | | middle_name | Middle Name | No | 100 | | | last_name | Last Name | Yes | 100 | | | suffix | Suffix | No | 50 | e.g. Jr., PhD | | email | Email | Yes | — | Lowercased and validated as a well-formed email address. | | npi | NPI | No | — | Exactly 10 digits, or empty. Provide if applicable — required for Open Payments matching. |

Position

Position columns describe one role the person holds. To record multiple roles for the same person, include multiple rows with the same email — see Multi-position people.

| Column key | Display label | Required | Max length | Format / notes | | -------------------------- | ------------------------ | -------- | ---------- | ------------------------------------------------------------------------- | | job_title | Job Title | No | 200 | | | employee_id | Employee ID | No | 200 | Your internal HR identifier; useful for stable cross-export linkage. | | department | Department | No | 200 | | | manager_email | Manager Email | No | — | Valid email or empty. The manager must also appear as their own row in this file. | | department_manager_email | Department Manager Email | No | — | Valid email or empty. The department manager must also appear as their own row in this file. | | faculty_designation | Faculty Designation | No | 200 | Academic appointments (e.g. Tenured Professor). |

Affiliations and audiences

Both columns accept multiple values separated by semicolons (;).

| Column key | Display label | Required | Max length per value | Format / notes | | ----------- | ------------- | -------- | -------------------- | ----------------------------------------------------------------------------------------------------------- | | entities | Entities | No | 100 | Locations or organisational units the person is affiliated with. Example: Hospital North;Research Institute. | | audiences | Audiences | No | — | Which campaign(s) this person should be eligible for. Example: Physician;Board Member;Key Person. |

Multi-position people

A person who holds more than one position should appear on multiple rows that share the same email. Conflixis merges them into one person record with multiple positions.

email,first_name,last_name,job_title,department,entities
ada@example.com,Ada,Lovelace,Engineer,Analytics Engineering,Hospital North
ada@example.com,Ada,Lovelace,Lecturer,Computer Science,Research Institute

The row with the most filled-in position fields is treated as the person's primary position; ties are broken by order in the file.

Note

Person-identity columns (prefix, first_name, last_name, npi, etc.) should match across rows for the same email. If they differ, Conflixis uses the values from the primary-position row.

Empty values and placeholders

Conflixis treats all of the following as empty:

• A blank cell.
• The literal strings n/a or na (any casing).
• Any value with no letters at all (e.g. --, ---, 0).

You don't need to pre-scrub these from your export — they're normalised during ingest.

Encoding and line endings

• UTF-8 is required. UTF-8 with or without a BOM is fine.
• Both LF and CRLF line endings are accepted.
• Avoid Windows-1252 / Latin-1 encoded files — non-ASCII characters will be corrupted.

Custom column headers

If your existing HRIS export uses different column names (for example, Work Email instead of email), you don't need to rename them. Provide Conflixis with a column mapping and we'll translate on ingest.

Comprehensive example

A realistic, fuller export combining person identity, position, affiliations, and a multi-position row:

email,first_name,last_name,npi,employee_id,job_title,department,manager_email,department_manager_email,faculty_designation,entities,audiences
ada@example.com,Ada,Lovelace,1234567890,EMP-00001,Engineer,Analytics Engineering,grace@example.com,grace@example.com,,Hospital North,Physician
ada@example.com,Ada,Lovelace,1234567890,EMP-00001,Lecturer,Computer Science,grace@example.com,grace@example.com,Tenured Professor,Research Institute,Key Person
grace@example.com,Grace,Hopper,,EMP-00002,Director,Analytics Engineering,,,,Hospital North,Board Member;Key Person