Import Users

Upload a CSV of users and import them instead of adding them one-by-one to save time.

Viktoria Webber avatar
Written by Viktoria Webber
Updated over a week ago

If your user has access to the WordPress admin and the admin permission User Import - All Locations you will see an option in the User menu called Import Users. This is a very useful feature if you have a lot of users you want to add or update which would take a long time to do manually one-by-one.

First you need to upload a CSV with the users you want to add/update. Simply click on Import Users which will take you to a screen where you can upload a CSV file of users. It is very important that the file you use follows the expected format, or the import will not be successful.

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:


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.


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.


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


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.

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

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. 👍

Common errors

A few things to look out for:

  • the email address for the new user is already in use - the system will skip the row completely.

  • the location_code doesn't match an existing location - the user will be added/updated but without a location set. Without a location the user won't be able to access anything.

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.

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