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User Import Explained

This article explains how to bulk import users into a company

Hylet Pistorius avatar
Written by Hylet Pistorius
Updated over 2 weeks ago

As an administrator, you can import users to the companies that you have access to.

  • Single or multiple users can be imported at once

  • Existing user details can be updated

  • Deleted users can be activated

There's 2 parts to the import:

Step 1: Download and Populate the Excel Template

Step 2: Upload the Excel Template and Import Users

Find the steps with short tutorial videos below.

Step 1: Download and Populate the Excel Template

  1. Find Settings on the left navigation menu

  2. Select Users

  3. Select Import button in the top right

  4. Select Download template

  5. Input the users' details into the User Import Template in Excel, as per the below example. Save the document on your computer. The first line is dummy data (Will Smith) and can be deleted. The headings are vital and must be kept.

  6. Save the document.

User Permissions Guidelines

When adding user permissions, follow these key rules to ensure they are applied correctly:

  • Separate multiple permissions with a semicolon (;), and do not include any spaces between them.
    ​Example: Add Attachments;Add Processes;View reports

  • Spelling must be exact.
    For instance, using Add Attachment (missing the "s") instead of the correct Add Attachments will result in the permission not being recognized or added.

Always double-check each permission string for accuracy before submitting.

If any users on the Excel template are in a different company, they won't be imported.

Step 2: Upload the Excel Template and Import Users

  1. On the User Import page, select the company to import to

  2. Upload the User Import Excel file:

    1. Select Browse

    2. Choose the file to be uploaded

  3. Select Load Data. The user information will appear on the screen. Status will indicate one of the following:

    1. Create New - Create a new user

    2. Update Existing – The username already exists. The user’s details will be updated based on the new information provided.

    3. Reactivate Deleted – The username belongs to a previously deleted user. The user will be reactivated.

    4. Different Company – The user is associated with a different company than the one you are currently in. This user will not be imported.

  4. View and edit User Import Options

  5. Select Import Users

  6. To allow the users to get access to the system you will need to bulk reset their password to send them a link to generate their passwords

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