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Importing Users in Bulk

The CSV format, preview validation, temporary passwords and credential download, failure reports, and the Export CSV round-trip.

Super AdminLast reviewed 03 Aug 2026

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System Settings

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Organization Configuration

When you need to create many accounts at once, use the bulk import screen at Admin > Users > Bulk Import (page heading Bulk User Import). You can also reach it from the green Import CSV button on the User Management screen. It is Super Admin only.

The CSV Format

The first row must be a header row. Column names are matched case-insensitively. Two columns are required and five are optional:

  • name — required.
  • email — required, and must look like an email address.
  • role — optional. Blank or unrecognised values become private_user.
  • organizationId, departmentId, phone, position — all optional.

The role column takes the internal role values, not the display labels: super_admin, organization_admin, organization_user, consultant_admin, consultant, private_user, accountant and accountant_admin. Click Download Template CSV on the blue instructions panel for a starting file with the correct headers and one example row.

The parser is a simple comma split. It does not understand quoted fields, so a comma inside a name, position or address will shift the columns for that row. Remove commas from values before importing.

Running an Import

  1. Click the dashed upload area and choose your .csv file. Anything else is rejected with Please upload a CSV file. If the header row has no name or email column you get No valid rows found. Ensure CSV has name, email columns.
  2. Check the Preview table. It shows Status, Name, Email, Role and Issues for the first 50 rows, with counts of how many are valid and invalid. Rows with problems are highlighted and list their errors, for example Invalid email or Invalid role: manager.
  3. Click Import N Users. Only valid rows are sent; the button is disabled if none are. Rows are processed in batches of 100.

Passwords and First Login

You do not supply passwords in the CSV. A 12-character temporary password containing an uppercase letter, a lowercase letter, a digit and a special character is generated for each user, and every account is created with require password change on next login set. Each generated password is still checked against the system password policy from Admin > Settings > General Settings, and a row fails if it does not pass.

No email is sent to imported users. After the import finishes, click Download Credentials to get a CSV of Name, Email and Temporary Password, and distribute those yourself. This is your only chance — the passwords are not stored anywhere you can read them back.

Reading the Results

The Import Results panel replaces the preview and shows how many succeeded, how many failed and the total, followed by a per-row table (first 100 rows) of Row, Status, Name, Email and Details. Failures carry the reason, most commonly Email already exists in the system or Invalid email address.

A failure only affects its own row — the rest of the file still imports. If a sign-in account was created but the user record could not be written, the sign-in account is removed again so you do not end up with a half-created user. Click Download Failure Report for a CSV of Row, Name, Email and Error; fix those rows and re-import just them.

Exporting Users

The reverse trip is Export CSV on Admin > Users > User Management. It exports whatever the current filters are showing, with the columns Name, Email, Role, Organization, Status, Phone, Position and Created. Note that the export uses display labels and organization names, so it is not a file you can feed straight back into the importer — you would need to convert the role and organization columns first.

Tip: Try a two or three row file first. The preview validates the format without creating anything, so you can confirm your headers and role values before running the full list.