One way to manually invite new users to the platform is by using the "Import new users" option. This is a straightforward process that involves uploading a well-structured data file.
How to invite users in bulk with an Excel file
Step 1: Navigate to Users -> Invite users -> Import new users.
Here you can upload a data file with users that you want to invite to your platform. You can upload a xlsx file directly according to the standard user file template.
Step 2: Prepare your data file. Above is an example of our standard user file. You can download it underneath the 'Choose file' button at "Download .xlsx example file" and you need to use this format to upload any users.
Below, find the fields that need to be included in your file:
User ID | A unique identifier (such as an employee number or email). This will serve as the username (think of employee number, email, or a special ID in the HR system). | Mandatory |
First name and last name | The user's personal information. | Mandatory |
The email address where the user will receive the invitation. | Mandatory | |
Contract start and Contract end date | The contract dates in the format yyyy-mm-dd. The Contract start date is mostly used for Onboarding journeys. | Optional |
Language | The preferred language on the platform, indicated using ISO codes (e.g., nl, de, fr). If the language if not available, you will land on the default language of the platform. | Optional |
Country, Location, Function, Organization Unit | Examples of commonly used columns to create user groups. You can change these examples to create your own preferred group names or add new columns for more groups. | Optional |
Manager ID | For setting up in-app reporting permissions. | Optional |
Deactivate | To deactivate a user, enter '1'. Enter '0' to indicate an active user. | Optional |
Saml username/JWT username/OpenID username | These fields are used for Single Sign-On (SSO) integration. Fill the corresponding field based on your SSO setup. Depending on which SSO you have set, SAML 2.0, JWT or Open ID, you have to fill in the corresponding username field. This also disables the registration email invite for that user, as they don't need to create a password. | Optional |
Step 3: Upload your data file. Once your data file is ready, upload it by clicking on the 'Choose file' tab and selecting your .xlsx file.
Creating your own groups
In the example file you will find 4 columns starting with 'Group', like 'Group Country' to create groups on the platform for content differentiation or reporting purposes. You can edit these examples directly to create your own groups or add more columns for more groups.
Step 1: The column header will define what the parent group is named, such as Country or Roles. Always put 'Group ' (don't forget the space after Group!) before the name you want to use, like "Group Country" and "Group Roles".
Step 2: For each user you fill in the column with the names for each subgroups you want to create. Make sure you use the same spelling for all the names to match users to the same subgroup. Here is an Excel example and how the group will look on the platform:
Excel to groups 
Matching a column to an existing group on the platform
Step 1: Please look up the group on the platform to make a match on the group ID.
Step 2: Check the spelling of the group ID. Make sure it is spelled in small letters (no capital letters) and edit if needed.
Step 3: Check if the group Type is 'sorting' for the parent group and if the subgroup has the grouptype of the parent, like the example of 'roles'.
Step 4: Copy only the part XXX of the group ID after the numbers 000-0000-XXX and use the exact same spelling for the header column or as values at the users.
Here is an example how the group should look on the platform to match the previous Roles example to an existing Roles group on the platform.
⚠️ Note: Capital letters in the Excel will be changed into small letters in the group ID, so make sure an existing group has a Group ID with small letter spelling only.
💡 Helpful tips:
You can automatically add users to a group such as the examples of country, location, function, organisation unit group. These groups will then be marked with a blue 'From user importer' tag to signal that they were created automatically from the user import file.
You can automatically assign a manager to a user with In-App Reporting rights to see the progression of that user. A manager can see all users that are placed in the group "users managed by [Name of the Manager]".
👀 Good to know
💡 Please note that it is important to keep the same formatting of groups, as any change (even in the spelling) can lead to errors during the import or creating new groups.