Import Users in bulk

Import Users in Bulk

1 Create and format your Import File
2 Create an Import Profile
3 Run a sample Import Job
4 Run your Import
5 FAQs

Related Helpguide Pages

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Additional Imports

Learn how to add hundreds of Users to your platform at once from a spreadsheet, using your in-built platform import tool!

The import tool allows you to create records in bulk. This page is designed to provide you with a step-by-step guide to efficiently and accurately import User data into your accessplanit platform.

Follow this page to learn the steps to import Users.

Please note

The Import tool is available to Super Administrators. If you are not able to access the Import options please speak to a member of the accessplanit team.

Create and format your Import File

This step will show you how to create a .csv file that contains all of the information needed for your Users import

To create and format your Import File, you will follow these steps:

Download the User Import Template File (included in this guide)
Format the User Import Template File
Populate the User Import Template File
Save as a .csv file

Download the User Import Template File

In this step, you will download our template file for User Imports.

There are two files to download to support your import, there is a reference spreadsheet which you can look at to understand the import options, and there is an import template which you will edit and fill with your import data.

Please download our ‘BLANK’ User Import Template here (this is the file you will add your import data into):
Please download our reference Import Profile here to view all of the options for your import file:
1. All mandatory fields are shown in Red
2. All optional fields are shown in Grey
3. This file is a reference file only

Format the User Import Template File

This step will take you to set up your import file with the columns that you want to import data for, ready for populating it with data!

You will remove the columns you don’t need, and you can add additional columns if you want to import any custom field data.

Open the ‘BLANK User Import Template’ file (download available above), this will open a blank Excel file which will only contain column headings, these will be listed in the first row
This is the file that you will be working from, amending, and adding data to
Open the ‘EXAMPLE User Import Template’ file (download available above), this will open an Excel file with further information and example data for each available import column
This file is a useful reference, to understand what data is required in each column
Within the 'BLANK User Import Template’ file, remove any columns that you do not plan to import data to, you can remove the following:
1. CompanyName
2. Title
3. Middle Names
4. UserID
5. Status
6. External ID
7. Phone Number
8. Address
9. Town
10. County
11. Country
12. Postcode
13. Employment Start Date
14. Employment End Date
15. Job Title
16. Billing Address, Billing Town, Billing County, Billing Country, Billing Postcode
17. Alternative Address, Alternative Town, Alternative County, Alternative Country, Alternative Postcode
18. Shipping Address, Shipping Town, Shipping County, Shipping Country, Shipping Postcode
19. Marketing Opt In
20. Notes
21. Sex
22. Job Role
23. NI Number
24. DOB
25. Custom Field Name 1, 2 and 3
If you plan to import any data into your User Custom Fields for your Users, edit the additional columns in your 'User Import Template’ file for these
Make sure that you have the following mandatory columns included within your 'User Import Template’ file
1. CompanyName - This is the name of the Account your User will belong to
2. UserID (optional) - This can be a key column if Email addresses are duplicated
3. Forename - Users First Name
4. Surname - User Surname
5. Email - Users Email Address
Progress to the next step, to fill your import file in with your User data

Populate the User Import Template File

This step will take you populating your import file with your User data, ready for importing it into your platform!

Using the 'EXAMPLE User Import Template’ file as a reference, add your User data into your 'User Import Template’ file
The table below outlines each column that you can include in your import file:

Column	Description	Format	Rules
CompanyID Mandatory	The Account ID This can be found by adding the ‘Account ID’ column to your Account DataGrid You can find the steps for adding a DataGrid column in our dedicated guide	Text	The Account ID must match an existing Account ID in your platform
Forenames Mandatory	This is the User's Forename	Text
Surname Mandatory	This is the User's Surname	Text
Email Mandatory	This is the User's Email Address	Text	If multiple Users share the same Email address, please reach out to a member of the Customer Support Team before you run this import
CompanyName	The Account Name This can be found by viewing the ‘Account Name’ column in your Account’s DataGrid	Text	This must match an existing Account Name in your platform
UserID	This is the User's unique identifier within the Platform	Text	If left blank the Platform will automatically generate the User ID for your Users. You can manually enter your User IDs yourself, these can be in text format and/or numbers This field can be mandatory & a Key Field when importing if Email addresses are duplicated within the Platform You are best to use this field for updating Users rather than creating unless you already have a defined User ID that you would like your Users to have.
Title	The User title can be Mr, Mrs, Ms, Miss, Dr, Sir, Lord, Prof, Rev, Fr, Sr, Bro, Lady	Text	If the title you require isn't available you can contact one of our Customer Support Team to have the title added
MiddleNames	This is the User's Middle Name	Text
Status	You can choose which Status your Users will be in when they are imported	Text	0: Disabled 1: Enabled 2: New 3: Import 4: Deleted 5: Locked 6: Temporary
ExternalID	Used to store the ID for this User from another software/system	Text
PhoneNumber	This is the User's Phone Number	Number
Address	This is the first line of the User's Address	Text
Town	This is the User's Town	Text
County	This is the User's county	Text
Country	This is the User's Country	Text
Postcode	The is the User's Postcode	Text
EmploymentStartDate	This is the date the User started their Employment	Date Time	Must follow the same date format as used in your platform
EmploymentEndDate	This is the date the User finished their Employment (If applicable)	Date Time	Must follow the same date format as used in your platform
JobTitle	This is the Users Job Title	Text
BillingAddress BillingTown BillingCounty BillingCountry BillingPostcode	The next 5 columns are the Users Billing address information. This is usually the same as their Main address however, if different you may want to add these fields to your import '	Text	Ensure each option is a separate column
AlternativeAddress AlternativeTown AlternativeCounty AlternativeCountry AlternativePostcode	These next 5 columns are the User's Alternative Address, this is typically used if the User has a a different address from their Main Address	Text	Ensure each option is a separate column
ShippingAddress ShippingTown ShippingCounty ShippingCountry ShippingPostcode	These next 5 columns are the Users Shipping Address, this is typically used to capture the address for Products and Services and where they should be shipped to. These can be the same as the Users Main Address or if different, it can be added to your Import here	Text	Ensure each option is a separate column
MarketingOptIn	This is to notify you if the User is happy to be opted in to Marketing or not	Text	Yes No
Notes	Here you can add notes for your User	Text
Sex	This is the Sex of your User	Text	Must be in letter format F = Female M = Male O = Other I = Intersex U = Unknown
JobRole	This will assign a Job Role / User Type to the User	Text	If the Job Role does not yet exist in the platform, it will be created
NINumber	This is the Users National Insurance Number (If applicable)	Text
DOB	This is the Users Date of Birth	Number	Must follow the same date format as used in your platform
CustomField1 CustomField2 CustomField3	If you have Custom Fields that you wish to add to your Import, you can do this by using one of the Custom Field columns available. We have given you an example here		The column name must match the exact name of the Custom Field within your Platform If you wish to add a Custom Field but haven't created it yet, please see our dedicated guide here

Please Note

If your organisation/business operates using Languages where the following special characters are present - Č, Š, Ž and Ć - and you wish to use the importer to upload content containing these characters to the platform - you will need to contact the accessplanit Support Team.