Field guide · CSV
How to prepare a CSV for random team assignment
A good team result starts with a small, understandable table. Give every row a stable display name, include only fields tied to a real grouping rule, and decide how missing or duplicate values should behave before opening the file in a tool.
In one minute
The short version
For a basic random team, one Name column is enough. Add Department, Role, or Level only when the work-team workflow will use them for a visible coverage or balance rule. Leave private HR commentary and unrelated personal data out of the file.
- Use one header row and one participant per row.
- Name is the minimal column; Department, Role, and Level are optional rule inputs.
- Distinct people need distinct display names even when their names match.
- Random 42 reads the file for the active task; the CSV is not sent to Random 42.
On this page
Guide section
1. Begin with the smallest useful table
A simple random team generator needs only a participant name. Structured work-team assignment can use additional columns to spread departments, cover roles, or compare broad levels. Every added field should have a stated purpose in the grouping controls.
Use short, stable headers in the first row and one participant in each later row. Avoid merged cells, title rows above the headers, formulas that display empty strings, comments, hidden columns, and multiple tables in the same export.
| Column | Use it for | Leave it out when |
|---|---|---|
| Name | The display label assigned to a team | Never; every participant needs a clear label |
| Department | Spreading or covering work functions | Department does not affect the team brief |
| Role | Ensuring a required role appears where possible | Role coverage is not a real requirement |
| Level | A reviewed broad-level balance preference | The label is sensitive, subjective, or unnecessary |
Guide section
2. Use plain text values and a clear header row
CSV is a text format. Save a UTF-8 file with comma-separated fields when possible. If a value contains a comma, quote it according to CSV rules. Spreadsheet applications can usually export the active sheet as CSV, but inspect the resulting file before using it.
This example supports department and role coverage without including email addresses, employee IDs, performance scores, or private notes.
Name,Department,Role,Level
Avery,Product,Facilitator,Senior
Jordan,Design,Designer,Mid
Morgan,Engineering,Developer,Senior
Riley,Operations,Coordinator,JuniorGuide section
3. Resolve blanks and duplicates before assignment
Trim accidental spaces and remove empty rows. If the same person appears twice, decide which row is authoritative. If two different people share a name, make the display labels distinct—for example, Jordan K. and Jordan M.—without exposing an unnecessary employee number.
Missing attributes need an explicit policy. A blank Department value can be treated as Unknown, excluded from a department-balance rule, or sent back for correction. The tool should not silently invent a department or role to make the output look complete.
Duplicate person
Keep one authoritative row so the person is not assigned twice.
Duplicate display name
Add a minimal distinction so two people are not collapsed into one entry.
Missing rule field
Correct it or choose a visible Unknown/exclusion policy before grouping.
Guide section
4. Translate the team brief into reviewable rules
Do not expect the file itself to explain balance. Decide which columns become constraints: spread Department where possible, require a Facilitator, cap the number of people per team, or keep a specific pair apart. Mark rules as required or preferred when the interface supports that distinction.
Check feasibility before treating a rule as hard. Three facilitators cannot cover four teams. If the inputs cannot satisfy every condition, the result should identify the gap rather than claim a fully balanced solution.
Guide section
5. Import the file and export only the result you need
Random 42 reads the CSV inside the active tool session. The source file, mapped columns, constraints, and generated teams are not sent to Random 42. Refreshing or closing the tool clears the session.
When you copy or download teams, inspect the output and remove source attributes the recipients do not need. A workshop host may need names and team numbers; they probably do not need the original level or department columns attached to every result.
Before import
Keep one table, one header row, and one participant per row.
Before generate
Review field mapping, missing values, and the exact balance rules.
Before share
Check unmet constraints and export only the columns needed downstream.
Try the workflow
Related live tools
Map CSV columns to visible work-team rules and a focused result.
Open tool 02 · Ready to useRandom Team GeneratorUse a simple name list when work attributes are unnecessary.
Open tool 03 · Ready to useRandom Assignment GeneratorMatch a prepared people list to a separate task or item list.
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