You can upload your existing competency framework (also called a competency library or catalogue) from a spreadsheet with Import competencies, instead of creating each competency by hand. Each row creates one competency with its description, its group and up to 15 levels.
Before you start
- You need Manage competencies and Can import resources in Settings > Permissions.
- Prepare a spreadsheet (Excel or CSV) with one row per competency.
- The import creates new competencies only. It doesn't update competencies that already exist.
- Linking competencies to jobs is a separate import. See Assign competencies to jobs.
Import columns
| Column | Required | What to put |
|---|---|---|
| Name | Yes | Competency name. Must be unique in the file and in your company. |
| Description | No | What the competency means. |
| Group | No | Competency group name. If the group doesn't exist, it's created. |
| Level name 1 … Level name 15 | No | Name of each level, from lowest (1) to highest. |
| Level description 1 … Level description 15 | Only if the matching level name is filled | What is expected at that level. |
Example row: Name "Communication", Group "Soft skills", Level name 1 "Basic", Level description 1 "Clearly expresses ideas", Level name 2 "Proficient", Level description 2 "Adapts the message to the audience".
Steps
- Go to Performance > Competencies.
- Click Import competencies in the actions menu next to New competency. If you have no competencies yet, the button also appears in the empty page.
- Download the template, or upload your own file and map your columns to the Factorial columns.
- Upload the completed file.
- Review the validation screen. Fix the cells marked as errors directly in the importer, or correct your file and upload it again.
- Confirm the import.
- When the import finishes, the competencies appear in Company competencies.
Rules and behavior
- If a Name already exists in your company or appears twice in the file, then that row is flagged and not imported.
- If a Level name is filled but its Level description is empty (or the other way round), then that row is flagged until both are filled.
- If the Group doesn't match an existing competency group, then the import creates the group.
- Group names are matched after removing extra spaces at the ends and double spaces between words.
- Levels are created in the order of their column number: Level 1 is the lowest.
- If you leave all level columns empty, then the competency is created without levels.
- Imported competencies are not linked to any job; link them afterwards.
Limitations
- You can't update or delete existing competencies with this import; it only creates new ones.
- You can import a maximum of 15 levels per competency.
- You can't link jobs in this import; use Assign jobs in bulk after importing.
Troubleshooting
- Symptom: "I don't see Import competencies." → Cause: You're missing Manage competencies or Can import resources. → Fix: Ask an admin to grant both permissions.
- Symptom: "Rows fail with a duplicate name error." → Cause: A competency with that name already exists or the name is repeated in the file. → Fix: Rename the row or remove it; edit the existing competency manually instead.
- Symptom: "A level is missing after the import." → Cause: The level had a name but no description, or a description but no name. → Fix: Add the level from the competency's Levels tab with New level.
FAQ
1. Can I import competencies from another HR tool?
Yes, if you export them to a spreadsheet and match the columns in the table above.
2. Can I re-import the same file to update descriptions?
No. Existing names are rejected as duplicates. Edit those competencies manually.
3. How long does an import take?
Small files are processed in a few moments. The competencies appear in Company competencies when the import finishes.