When it comes to importing or updating users in Bulk, we recommend using the Bulk User import function. This allows you to both Create New Users but also Update Existing Users. Please see step-by-step guide on how to Bulk Import Users and also see Troubleshooting guide
How to Import Users
On your platform navigate to Admin > Organization > click Import
In the pop-up screen click 'here' to prompt a download of the template and open the template.
Template overview
Before you start populating the template, please make sure to read the guide presented in the template. It is also important that you do not change the predefined template by deleting any columns or rows (including row 1: User_Import_template) as this can cause the import to not function properly.
In the template, there are 7 predefined fields in which AccountID, First name, Last Name, and User Role are mandatory to fill out. These are also marked with an asterisk*
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*: Here you can insert either User or Admin or add a custom-created role:
- To apply a custom role, locate the key found on the custom-role under Admin > Roles > select the role.
- In the import sheet, enter the information found under key on the platform
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.
Email address: Email of the users. This email will be the primary one used for notifications etc.
Job title: The users' job title.
Manager Account ID: This will allow you to set a direct manager for a user with the manager's ID.
How to add Custom Fields
If you need more information registered to your users, 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.
Please make sure that the name of the Custom Fields is written exactly in the sheet as you have it written on the platform.
Once you are happy and have populated all the fields to your liking, you are now ready to perform the import.
How to run the Import
On your platform navigate to Admin > Organization > click Import > now drag or select the file you just created.
A confirmation screen will now appear. Click Confirm and you have now successfully imported users 👏
Troubleshooting User Imports
Sometimes the import might not work on the first go. Here are a few tips on how to resolve these.
#Scenario 1: File Contains Duplicated Entry
Reason: One of the users you are importing already exists on your platform.
Solution: Either delete the user from the import sheet or click on 'Skip Entires' 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 aren't any empty spaces after the column name in the sheet as this can also cause a field not to be recognized.