Important Reminder: User accounts are unique by username, not by email/first/last names. If you change a username on an import sheet, it will create a NEW user account when imported. Usernames can only be changed by going into the individual user's profile. 

To bulk import update user information (such as email addresses, phone numbers, Roles or custom field data):

  1. In the side menu, click Admin > User Management (or just Users).

     
  2. Click on the ellipses, then Import Users.


  3. On the import popup, click the ellipses, then Export Users. This will export a list of all user data currently in the system.
     
     
  4. Download the Cheat Sheet. Always download a new copy for each import (whenever Roles, Locations, or Custom field data is changed, so will the import requirements. A previous cheat sheet may not be correct).

  5. Make any desired changes (except usernames) on the downloaded user spreadsheet.

  6. Save the spreadsheet template to your computer and then click the Import button.

     
  7. Once you click Import, you will see a confirmation popup. Click Confirm to proceed with the import, or cancel if you wish to make amendments to the spreadsheet before importing.

     
  8. If successful, the screen will refresh straight away back to the list of users. The bulk update is now complete.
     
    If you see a prompt to send the activation emails to the new users - this means you have added new user accounts. This happens if you change or add usernames to the spreadsheet.
    - Clicking "Send Activation Emails" will send the emails immediately to all newly added users.
    - If you would like to remove those newly added users (if they were added by accident), click "Do Not Send". This will take you back to the list of users where you can delete them. 

    Further details on Activation emails (including troubleshooting) can be found here. 

     
  9. If there is an error on the import spreadsheet, you will see an error message on the screen and  will be provided a copy of the error report. This will highlight all the cells with errors in green. The majority of the time it's simply missing information, or that the Brand/Workplace/Role isn't entered exactly the same as what's currently in the system.

  • Use the Cheat Sheet to help resolve the errors. Save the spreadsheet, and import again.