One way to manually invite new users to the platform is by using the "Import new users" option. This is a straightforward process that involves uploading a well-structured data file.
How to invite users in bulk with an Excel file
Step 1: Navigate to Users -> Invite users -> Import new users.
Here you can upload a data file with users that you want to invite to your platform. You can upload a xlsx file directly.
Step 2: Prepare your data file. Here is an example of our standard user file. You can download it under the 'Choose file' tab. This format can be used for both manual and automatic user imports.
Below, find the fields that need to be included in your file:
A unique identifier (such as an employee number or email). This will serve as the username (think of employee number, email, or a special ID in the HR system).
First name and last name
The user's personal information.
The email address where the user will receive the invitation.
Contract start and Contract end date
The contract dates in the format yyyy-mm-dd. The Contract start date is mostly used for Onboarding journeys.
The preferred language on the platform, indicated using ISO codes (e.g., NL, DE, FR). If the language if not available, you will land on the default language of the platform.
Country, Location, Function, Organization Unit
Fields to create user groups.
For setting up in-app reporting permissions.
To deactivate a user, enter '1'. Enter '0' to indicate an active user.
Saml username/JWT username/OpenID username
These fields are used for Single Sign-On (SSO) integration. Fill the corresponding field based on your SSO setup. Depending on which SSO you have set, SAML 2.0, JWT or Open ID, you have to fill in the corresponding username field. This also disables the registration email invite for that user, as they don't need to create a password.
Step 4: Upload your data file. Once your data file is ready, upload it by clicking on the 'Choose file' tab and selecting your
💡 Helpful tips:
You can automatically add users to a country, location, function and/or organisation unit group. These groups will then be marked with a blue 'From user importer' tag to signal that they were created automatically from the user import file.
You can automatically assign a manager to a user with In-App Reporting rights to see the progression of that user. A manager can see all users that are placed in the group "users managed by [Name of the Manager]".
👀 Good to know
💡 Please note that it is not automatically possible to add users to any other groups than these default ones. If you want the importer to be able to read other groups, you can put in a service request.
It is also important to keep the formatting of these default groups, as any change (even in the spelling) can lead to errors during the import.