How to bulk import users?

You can use the bulk import feature to create multiple user accounts at once, rather than adding each user individually. This is useful when onboarding large numbers of users - for example, during initial system setup, when a new site goes live, or when bringing on a batch of new contractors.

Before You Start

• You must have the Import Manage permission to access the import settings area
• You must have the User Import Manage permission to perform this specific import type
• Prepare your data in the import template format before starting (see below)
• Ensure that any sites referenced in your import file already exist in the system

Preparing Your Import File

1. Go to Settings from the main navigation menu.
2. Navigate to the Import area.
3. Select User Import as the import type.
4. Download the import template to ensure your data is in the correct format.

The template includes the following key columns and more:

• Username - the login username for the new user (must be unique)
• Name - the user's display name
• Email Address - the user's email address
• User Type - the type of user account. Accepted values are INTERNAL for internal users, or CONTRACTOR for contractor users
• Role - the role to assign to the user
• Timezone - the user's timezone
• SSO - whether single sign-on is enabled for this user
• Site Access - the site or sites the user should have access to
• Notification preferences - email and notification settings for the user

Steps

1. Go to Settings from the main navigation menu.
2. Navigate to the Import area.
3. Select User Import as the import type.
4. Click Upload and select your completed import file.
5. The system will validate your file. Review any validation errors or warnings that are returned.
6. Correct any errors in your file and re-upload if necessary.
7. Once validation passes, confirm the import to process the records.

What Happens Next

• New user accounts are created in the system with the details provided in the import file.
• Each user is assigned the role, site access, and notification preferences specified in the file.
• Users will be able to log in using the credentials and authentication method configured for them.

If the Import Fails Validation

Common reasons for validation errors include:

• Duplicate username: A user with the same username already exists in the system. Usernames must be unique.
• Invalid User Type: The User Type value is not recognised. Use INTERNAL, or CONTRACTOR.
• Missing required fields: One or more mandatory columns have been left blank. Refer to the template for which fields are required.
• Site not found: A site referenced in the Site Access column does not exist in the system. Check that site names match exactly.
• File format issues: The file is not in the expected format. Make sure you are using the template provided and saving in the correct file type.

Good to Know

• Always download a fresh copy of the import template before preparing your data. Templates may be updated between releases.
• The import only creates new users. If you need to update an existing user's details, role, or site access, you must do so from the user management area.
• If you do not have the User Import Manage permission, you will not see this import type in the import area. 
• Users with permission for one import type cannot see or access other import types they are not entitled to. Each import type is controlled by its own permission.

Frequently Asked Questions

Can I update existing users using the import?
No. The import creates new user accounts only. To update an existing user's details, navigate to the user management area and make changes individually.

Can I import both internal users and contractors in the same file?
Yes. Each row in the import file can specify a different User Type. The system processes each row independently, so you can include a mix of internal users and contractors in a single import.

What happens if I include a user that already exists?
The row will fail validation. Existing users cannot be created again or updated through the import. You will need to remove the duplicate row from your file and re-upload.

Who can perform this import?
You need both the Import Manage permission and the User Import Manage permission. If you are unsure whether you have these permissions, contact your system administrator.

Will imported users receive a welcome email or notification?
This depends on what you have entered on the template. There is a welcome email column that users can set to 1 should they want emails to be triggered. There are also other columns on the import for noitifcation preferences.