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:
Import file format explained
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.
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?
Import the users
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.
Import report
Once you've uploaded your CSV file, you can access the import report to review the outcome. Depending on the file's size, the import process may take a moment. If the report isn't visible immediately, simply refresh the page after waiting a couple of minutes.
After the import completes, the report will display results similar to the example below: 2 users successfully imported with no reported errors. 👍
Common errors
In case of errors, the report will detail each issue encountered, enabling you to rectify them for a subsequent import attempt. Keep an eye out for the following:
Duplicate Email Addresses: Users with email addresses already in use won't be imported, and affected users will be listed in the report.
Invalid Locations or Location Codes: Users without matching locations or location codes in the system won't be imported. Ensure all locations align correctly with those on the system
Missing Usernames: Users must have a username to be imported. Details of users with empty usernames will be provided in the report.
Mismatched Roles: Users with roles not matching those in the system will still be imported, but you'll need to manually assign appropriate roles after reviewing the report.
Here is an example of a successful import where 5 out of 6 users were successfully imported. You can see that the user on line 5 of the CSV file has not been imported as they didn't have an email address listed.
To verify that all users were added correctly, navigate to the "All Users" section and filter by the import date. This will display a comprehensive list of all users imported during the specified session.
If you experience any issues please contact support@ocasta.com and a member of the team can assist you 💪