If your user has admin access and permission to manage users, you'll find an option in the User menu called "Import Users." This feature saves time when adding or updating many users at once.

To use it, upload a CSV file with the users you want to add or update. Just click on "Import Users" and follow the prompts to upload your file. Make sure the file follows the expected format for a successful import.

The format of the CSV file has to be like this:

You can download the template here:

To make it easier to understand how to put your CSV file together, let us explain what each column means:

username

This has to be unique for all users in the system and this is also the username they can use for logging into an Ocasta platform with with. This can't be changed once the user has been created.

first_name / last_name

Hopefully these fields are pretty self explanatory. This is the first and last name of the user you are adding/updating.

location

This should match the name or alias of a location already added to the system. If the given location doesn't match an existing location, the user will be added without a location set and they won't be able to see any content.

email_address

Every user in the system has to have an email address and the email has to be unique for everyone.

role

Here you state what role the user should be given. If the role isn't recognised as one that exists on the system, the user will be given the Standard role. What are the different roles?

When you have uploaded your CSV, the system will show you how many users it can see in the file. This is a good chance to sanity check that it looks right.

If it all looks correct, click on Import Users.

The system will upload the file and then go through your file line-by-line and either add or update each user.

If the employee number already exists, it will update the user. Note however that if the user has the role or location lock active, those fields will not be updated even if a change is present in the file.

If the employee number does not exist, the system will attempt to create a new user.

After you have uploaded the CSV file, you can go and view the report. Depending on the size of the file, it might take a little while for the import to finish, so if nothing is showing yet, wait a bit and then hit Refresh.

Once the import has finished, you will see a report similar to this one. You can see that 6 users were processed and that no errors were reported. 👍

A few things to look out for:

To double check that everything has been added as expected, you can go to All users and filter on the import date. There you will see a list of all users that was imported.