Adding users to your platform has never been easier! With our 'Import Users' capability, you can quickly add users to your account without the hassle of having to do so manually one by one. This option saves you time and ensures you don't miss any details when adding your new employees.
This article covers the following:
When Should You Use the Import Capability
This capability is recommended when you need to add or update a large number of users on your account. It is especially beneficial for saving time and ensuring that all users are updated and added efficiently. Here are some situations where using the import capability is ideal:
Adding multiple new users
Updating information for multiple existing users, whether it's personal information like email and phone number or user details such as their smart group or department
Archiving multiple users at once
Performing both actions simultaneously, when you wish to add new users and update existing ones
Creating new user profile fields
How to Import Users via CSV
Let's understand and learn what stages you will go through to import users using an Excel (CSV) file.
Access the Import Users Modal and Download the Template
Go into the Users section from the left sidebar
Access the Mobile Users tab
Click on the + Add users button on the top right and choose the option Import users
Once you are in the "Import Users" modal, the first step is to download the Excel file.
Please note: The downloaded file has a specific column structure that must be maintained for a successful user import. If you want to modify this structure (e.g., changing the order of columns, renaming columns, adding or removing columns), you can do so by adjusting your User Details. Once you adjust them to your liking, please remember to download the template again as it will be adjusted as well.
Here is an example of what the initial downloaded template looks like:
Fill Out the Downloaded CSV file with the Users' Information
The next step of the process is to fill out the downloaded Excel file with your user's details and information. Before doing so, please keep in mind the following:
To complete the process of importing users, make sure to fill out the following mandatory columns: First Name, Last Name, Country Code, and Mobile Phone Number.
For dropdown custom fields, if you need to add multiple values for the same user under the same field, separate each value with a comma in the CSV file (e.g., sales, marketing).
If you want to use the archive function, add a column titled "Archive" to your CSV file. For the users you wish to archive, enter the number "1" in the archive column you created. Users with a "1" in their archive column will be added as archived users, while those with an empty cell in the archive column will be added as active users.
Here's another example of what the file might look like once you add the user's information:
Once you complete the Excel to your needs, save it as a CSV (comma separated values) file. Then go back to the import users modal you reviewed earlier and click Next to continue the process.
Choose Your Import Settings
When you get to this step of the process, you will find three options to choose from:
Add new only, ignore existing users (new users will be added. Existing users won't be affected).
Add new and update existing users (new users will be added. Existing user fields will be updated).
Modify - empty fields in the CSV file will be ignored
Overwrite - empty fields will overwrite existing user info
Update existing users only (new users will be ignored. Existing users will be updated).
Modify - empty fields in the CSV file will be ignored
Overwrite - empty fields will overwrite existing user info
Please note: the platform recognizes and detects if a user already exists in the account based on their unique mobile phone number.
Once you select the option you find the most relevant to your needs, please click on Next.
Import the CSV file and Complete the Importing Process
Now it's time to upload your file. You can do so by dragging and dropping the file or by browsing your computer. Simply make sure you've saved the spreadsheet as a CSV file (comma-separated values) before importing it.
Once you upload the file, the system will analyze it to ensure everything is in order and ready for import. The following stages outline the analysis process before you can click "Confirm" and complete the import:
Unknown Fields
Once you upload the file, click Next to reach the "Unknown Fields" section of the import process. An unknown field refers to data from the CSV file that does not match any existing data in the account. Unknown fields can be either smart groups or columns.
If no unknown fields are found, you can continue the import by clicking "Next" and proceeding to the next section. If an unknown field is found, you will be alerted and can adjust it by either matching it to an existing user field, creating a new user field from scratch, or ignoring it completely. Keep in mind that unmatched and unchecked columns will be ignored.
Examples of unknown fields/data:
If you have a dropdown user profile field called "Branch" with only 2 existing locations such as New York and Boston but, in your CSV file, you added the option "Los Angeles", the system will recognize it as an unknown data and ask you to choose what you'd like to do with it.
Let's say you've added a new user profile field to your file, like "Type of Employment", for example, but it doesn't yet exist in your account, it will be recognized as an unknown column and you'll be asked what you'd like to do with it
Overview
After the "Unknown Fields" section, click "Next" to reach the "Overview" section of the import. Here, you will be able to see the users from your CSV file. If any errors are found, they will be highlighted in red for easy identification and correction.
Some common errors may be:
Missing first name, last name, or phone number
Incorrect phone number format or wrongly selected country code
Duplicated phone numbers
See the following example where the "Mobile Phone" column for one of the new users has an error and is highlighted in red. Hovering over it will provide a clearer reason for the error. In this case, it indicates that the phone number is invalid. You can fix this quickly by correcting the number or adjusting the country code.
Once the errors are corrected, click Next to reach the "Summary" tab where an overview will be displayed. Then click Confirm to complete the importing process.
How Do I Know if the Import Was Succesful?
One indicator of the success of the import is the blue progress indicator at the bottom right of the screen
Another indicator is searching for the new user's name. If you find it, you will know the import was successful
Here are some additional resources you might need:
*The ability to import users using a CSV file is only available from the Basic plan under any hub*
Need more guidance? 🙋 Our LIVE support team (at the bottom right corner of your screen) replies to ANY question.