Add Multiple Users via CSV Upload

You can add multiple users at one time by uploading a spreadsheet.

Group Administrators can upload via:

Content Manager can upload via:

Spreadsheet format

The spreadsheet must be "CSV" (comma delimited) format, with one user per row.

  1. Select "Choose File" to select a file to upload.
  2. Press "Upload". The system will examine the provided file. Errors will be reported.
  3. If there are no fundamental errors in the file, you will be presented with a preview.
    • If we report something like, "Missing required field..." either you've not provided that information, or we cannot determine which column holds that information. This will occur if your header row is not the first row of the file.
  4. Review the preview, if we have misinterpreted the file (say, misidentifying a column) fix the file and try again. If an individual row has an issue, it will be displayed in RED and a message will be displayed in the second column.
    #First NameLast NameEmail
    1.Skipping header rowFirstLastEmail
    Note: "Skipping header row" isn't really an error, but you can see how your columns titles ("First", "Last, "Email") match up with columns we recognize ("First Name", "Last Name", "Email").
  5. If the preview looks good, double-check your selection for "Send email notification?" and then select Create Users
  6. After users are created, the pop-up will be replaced with the results.

For each row, if the user already exists, we will ignore the provided information: we will not "update" an existing user with information.

If the user does not exist, we'll create the user, update the user's profile with the provided information and, depending on the setting of "Send email notification?", notify the user.

To create a CSV file:

  • From Microsoft Excel: Select "Save As" and choose the CSV text format.
  • From Google Sheets: Select "Download As..." and choose "Comma-separated values."
  • From LibreOffice: Select "Save As" and choose the Text CSV option.
  • From Apple Numbers: Select "Export To" and choose CSV option.

Most database applications can also export to CSV.

If you have the option, save the file encoded as "UTF-8" (this is the easiest way for us to handle accented letters properly.)

Column titles

First NameLast NameEmail

We read the first row of the spreadsheet as column titles and use these to map the provided the data to the correct place in this application. If you provide a column title we don't recognize, we'll simply ignore that column. Ignored columns will not be displayed in the preview.

Columns can be in any order, but there must be a column with the user's email. That's how we identify users. If you provide more than one row with the same email, we will mark, and ignore all but the first.

Required Column Titles
First Name
Last Name
EmailNever displayed publicly. We use the email to uniquely identify the user and allow them to sign-in. This email is also used to send notices and reminders to the user regarding assigned tasks. This should be a mailbox the user checks frequently and which does not block incoming email from domain.
Optional Column Titles
TelephoneNever displayed publicly. If the user schedules a meeting, we'll provide the option to display this number for contact information. The option can be overridden by the user.
CompanyName of current company, department or organization.
WebsiteURL for current company, department or organization. If provided, we "wrap" the Company value with this link.
FunctionOptional field, may be used to identify department within company or organization.
TitleCurrent position or title
LinkedInCut and paste LinkedIn URL and we'll include that with the user's profile.
StatePrefer two-letter abbreviation
BiographyWill be used to populated the About... section of the user's profile. Additionally, all Column Trick fields (see below) will be added to this section.
HeadshotURL of a photo to be used with the user's profile. We'll attempt to load the file automatically, so it should be accessible from the internet. Photos located on Google Drive are also supported, but you need to make sure the file and/or the file's folder is shared ("Anyone with the link can view" level). If we cannot find and load the image file, we'll generate an error.
Expertise Level If Expertise Level is supported, the level provided must match one of the pre-defined Expertise Levels (otherwise error will be displayed). If Expertise Level is not supported, this column is ignored.
Time zone To see list of possible time zones, see the "Default Time Zone" drop down on your Contact Info page. If set to 'Other' or 'Unknown', we'll leave it blank and use 'GMT' until the user sets the correct value on their settings page.
SSO Set value (e.g., true, t, yes, Y, 1) to require this user to use institution's Single Sign-On (SSO). Otherwise, user will have use username and password local to this platform. Note: user's provided email address must match email provided by your single sign-on IdP.

Note: if you do not include this column, or leave it blank for a row, we'll automatically enable SSO for email addresses ending with, for example:
EmailSet SSO?
Visible Set value (e.g., true, t, yes, Y, 1), to make user publicly visible. Unset value (e.g. false, f, no, 0) to keep the user not publicly visible. Leave blank for default for this site ("Not visible").
Ignore If set, (e.g., true, t, yes, Y, 1), this row is ignored. Note that for creating users, we'll also ignore the row if the provided email matches an existing email. This field is used to skip users we don't already have (perhaps you they're in your spreadsheet, but you don't want to add them yet), or when adding users to a particular group.

The Column Trick

One more column title trick: If your column title starts or ends with a plus sign ('+'), we'll add that column's information to the existing "Biography" column. This allows you to have multiple columns related to an individual's background, and we'll upload all of them into the single Biography field in the User's profile. Without the plus sign, the extra column(s) will be ignored.

BiographyFavorite Color+Email

Resulting in user profile About... section to include:

Biography for John
Singer, dancer
Favorite Color: Blue
Biography for Mary
Favorite Color: Green

See also:


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