Importing Users

To create or update a batch of users, you can import them into the system using a CSV (Comma Separated Values) file.  Microsoft Excel can open and save CSV files.

Click on the "Import users" link on the user list page.  Importing users is a three step process:

Step 1: Upload File

Choose the CSV file, then click the "Next >" button.

Only files with an extension of "CSV" are accepted.  Empty lines in the file are ignored, as are records where all the fields empty.

Each user should be in the file only once and uniquely identified by either 'Username' or 'System Id'.

Step 2: Match Fields

Now you need to help match up your data with the right fields within the system.

We attempt to match fields for you based on the first line in the CSV file, which is often a list of column headings.  You can make changes by selecting the proper fields from the dropdown menus.

If no match is found for a field, the dropdown will say "Select...".  Choose the field that is most appropriate.

You can choose to ignore any field completely.  Just choose "Do not import this field" from the dropdown.

To help ensure you've matched the fields correctly, you can advance through the first few records of your file to see the data by using the arrow buttons in the "Your Data" column.

Users must be uniquely identified

Either the "Username" field or the "System Id" field must be matched to data in your file.  Typically, you'll include username for every user in the file since usernames are unique within an organization.

Indicate whether to ignore the first row of data

If the first row of your CSV file is made up of column headings instead of actual data, you will want to ignore that row when importing.  Indicate whether to ignore the first row or not by selecting the checkbox at the bottom of the page.

Verifying data

When you're happy with the matchings, click the "Next >" button.  We'll verify the data and report any errors if found.

The required fields when creating a new user (by importing) can be customized for you or any of your clients.  Be default, they are the same as what shows up for administrators when adding a new user manually.  By default this is:
  • Username
  • First Name
  • Last Name
Valid values for countries are any of the two character ISO 3166-1 values such as 'US' for the United States.

If there are errors, you can choose to ignore the errors and continue with the import or go back and fix them.  An error file (in CSV formatted) is generated with line numbers, error details, and the data being imported.  If you choose to continue, any lines in your CSV file that had errors will be ignored.

Step 3: Confirm and Save

Once you've matched your fields, you'll be presented with a confirmation page with details on the changes that will be made.

Indicate whether existing users should be updated

If the CSV file contains users that already exist in the system, you'll be prompted to indicate whether to update them or not.  You have the option of leaving the data unchanged or updating it with the information from your CSV file.

If you included a "Password" column in your CSV file, you'll have the option of overwriting the passwords of any existing users found, or leaving them set as is.  Typically, you'll want to leave the passwords of existing users unchanged but you may want to update other information about them.

Passwords for new users

If new users will be created by the import process and you didn't specify a "Password" column, passwords are generated for them.  A CSV file is generated and available from the confirmation page.  You should download and save this file so that you can notify your new users of their passwords.

Users will be required to change their password the first time they login if set by the import process.

Confirm and save

The confirmation page will indicate how many users will be created and updated by the import process.  If locations, departments, and job titles will be created as a result of the process (for example, since locations that don't exist in the system are assigned to users in the CSV file), they will be indicated.

When you're ready to apply the import, click the "Confirm and Save" button.