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User import (bulk upload)

Updated

📥 Import Users via Bulk Upload

Load multiple users into the system simultaneously – fast, structured, and error-free

With the bulk upload function, you can import multiple users into the system simultaneously – ideal for setting up new teams or the onboarding phase of larger groups. This guide takes you step-by-step through the import process.

✓ Prerequisites

• You need the User Administrator role

• For the creation of new teams and projects, you additionally need the Structure Administrator role

• If the prerequisites are met, the "Import Users" tile appears in the administration menu

1 Open Import Function

Navigate in the administration menu to the "Import Users" tile. This takes you to the upload interface for the bulk import.

Screenshot: Administration menu with user import tile

The import tile in the administration menu

2 Use Import Template

💡 Recommendation: Use our official template, which you can download directly from the start page. This prevents formatting errors and significantly facilitates the import.

The following columns are available to you:

• Firstname – First name of the user

• Lastname – Last name of the user

• Email – Email address (must be valid)

• ExternalReference – External reference such as employee ID (optional)

• Team – Assignment to existing or new teams/groups

• Project – Assignment to existing or new projects

3 Upload File and Check Data

Upload your filled-out Excel or CSV file and click on "Check Data & Continue". The system automatically performs a validation before the users are finally created.

Screenshot: Upload interface with data check

Automatic data validation after upload

🔍 What is checked?

• New projects and teams are visibly marked

• Invalid email formats are highlighted

• Missing mandatory fields are displayed

• Duplicates are identified

Note: The final import is only possible with completely correct data. Correct incorrect entries in your file and upload it again.

4 Perform Import

If the check found no errors, you can start the import via the "Import" button. The users are now created in the background.

⏱️ Processing Time

• For a few users, the import happens almost immediately

• For larger amounts (1,000+ users), the process can take a few minutes

• You will receive a confirmation email once the import is complete

📧 What happens after the import?

1. Initial email to new users
All newly created users automatically receive a welcome email with information about the user creation.

2. Password assignment on first login
Upon the first login, users are prompted to set their own secure password.

3. Access to assigned areas
The users immediately have access to their assigned teams and projects.

💡 Tips for a smooth import

• Always use the current template

• Check email addresses for typos before uploading

• Define team and project names consistently

• For very large imports (2,000+ users), it is recommended to split them into several batches

• First test with a small test file (5-10 users)

Do you have further questions?
Our support team is happy to help you!