When it comes to importing or updating people in bulk, we recommend using the Bulk User import function. This allows you to both Create New People but also Update Existing People. Please see the step-by-step guide on how to Bulk Import People and also see the Troubleshooting guide.
How to Import People
First, navigate to Admin > Organization > People > click Import.
In the pop-up screen click 'here' to prompt a download and open the template.
Template overview
In the template, there are 12 predefined columns in which AccountID, First name, Last Name, and User Role are mandatory to fill out. These columns are also marked with an asterisk*
IMPORTANT: Please make sure to read the Template guide before you start populating the template. The predefined columns are hardcoded, meaning you must NOT remove them as the Import will not function if you edit these columns. Additionally, it is also important that you do NOT delete Row 1 named User_Import_template as this will also cause the Import to not function.
AccountID*: This can either be an email or a unique number that identifies the user (e.g. employeeID) - Must be at least 3 characters (maximum 250).
First name*: First name of the User.
Last name*: Last name of the User.
User role*: Define as either User or Admin or add a custom-role:
- To apply a custom role, locate the Key found under Admin > Organization > Roles > select the custom role.
In the import sheet, enter the Key in the column User role*.
Active (True/False): If set to True, the User will be activated.
Send email invite (True/False): If set to True, an activation email will be sent when imported.
Temporary password: Predefine a password. Must be min. 8 characters w. min. One uppercase, one lowercase letter, and one number.
We recommend leaving this column empty.
Email address: Email of the User used for sending email notifications.
Job title: The User's Job Title.
Manager Account ID: Fill in the Account ID of the User to be noted as the Direct Manager of the User.
Timezone: This will set the User's timezone - you must follow the IANA format (AREA}/ {LOCATION). This can be found here: https://utctime.info/timezone/
Language: This will set the Users platform Language. You can see the Language format here: Supported Languages
How to add Custom Fields
If you need more information registered to your people, it is possible to add Custom Fields to the sheet and have these fields populated via the Import.
Read more on Custom Fields here.
To add Custom Fields to the sheet, simply add a new column in Excel. You can add as many as you have created on your platform.
IMPORTANT: Please make sure that the name(s) of the Custom Field(s) is written exactly in the Import sheet as you have it written on the Platform.
IMPORTANT: When updating data on existing People, you must always add ALL Custom Fields in your platform including the respective data in the Excel sheet. If you do not add the Custom Field data when updating existing People, these fields will be blanked out when running the import.
Example: You add a new Custom Field to your platform and wish to bulk update data via Excel. If you leave out existing Custom Fields and their respective data, all existing data in your platform in the left-out Custom Fields will be erased upon import.
Once you have populated the sheet to your liking, you are now ready to perform the import.
How to run the Import
On your platform navigate to Admin > Organization > People > click Import > Now drag or select the Import template file.
A confirmation screen will now appear. Click Confirm to complete the import.
Troubleshooting User Imports
If you experience issues with the Import, find below a few tips on how to troubleshoot and resolve these.
#Scenario 1: File Contains Duplicated Entry
Reason: One of the People you are importing already exists on your platform.
Solution: Either delete the User from the import sheet or click on 'Skip Entries' to proceed with the import.
#Scenario 2: Unexpected field name
Reason: This error shows if you have not entered the name of the Custom Field in the sheet correctly.
Solution: Please make sure to check that the name of the Custom Field is exactly the same as it is registered on your platform.
Also, make sure to check that there are not any empty spaces after the column name in the sheet as this can also cause a field not to be recognized.