Adding, updating and deleting users with CSV upload

The CSV User Import feature streamlines the process of adding, deleting or editing multiple users to the system. Instead of manually entering user information one by one, administrators can now import user data from a CSV file with just a few clicks. This saves time and reduces the possibility of human errors during data entry.

1. Prepare the file
2. Upload the file
3. What kind of user-management options do you have?
4. What happens if the system detects an error?
5. What are the benefits of the CSV import?

1. Prepare the file

Prepare the CSV file. You can download it via Admin > User settings > Upload CSV, or from the bottom of this page. Begin by organizing your user data in a CSV file. Each column in the file should correspond to a specific user attribute, such as first name, last name, email, role, office, and status. To assist you in structuring your CSV correctly, you can download a CSV template provided by deskbird. 

It is essential for you to follow the same chronological order as in our template:

1. email  (It must be lowercase)

2. first_name

3. last_name

4. status (It can be: active, inactive, deleted, provisioned)

5. role (You can choose among: admin, officeAdmin, manager, groupManager, user)

💡 The role field is case sensitive

6. primary_office (Important: It's the office ID, not the office name)

💡 You can find the ID in the URL when navigating to the office settings of your company:

https://app.deskbird.com/admin/company/company_id/office/office_id/dashboard/essentials

2. Upload the file

Log in to your deskbird admin account. Navigate to the Admin Portal > Users section, where you will find a new button in the right, upper corner, Upload CSV. Click on it and select the prepared CSV file from your computer. The system will now process the CSV file, and you will be notified of any errors or discrepancies that need attention. 

Now you have imported a great number of users into the system with a couple of clicks. 

3. What kind of user-management options do you have?

Depending on the status of the users in our database, we will offer you the following options:

1. Add users if they don’t exist in or system
2. Edit users if they exist in our system but with different data
3. Delete users if they exist in our system and status is changed to deleted

💡Notice that all actions can be done with one CSV import - it is not needed to separate CSVs for separate actions.

💡 Users will not receive an invitation email when an admin adds them via CSV upload.

4. What happens if the system detects an error?

If any errors are detected, the system will prompt you with details. Follow the instructions, correct the issues in the CSV file and re-upload it following (1) and (2) steps. This process ensures that all imported data is accurate, but we also recommend having a final look at the import summary to be sure that all information is correct.

The most common mistake is entering the name of the office in the primary_office column instead of the ID. In section 1, we explain how to find the ID.

5. What are the benefits of the CSV import?

• Time efficiency: Bulk importing reduces the time spent on manual data entry, allowing administrators to efficiently manage large user datasets.
• Reduced errors: The error-handling capabilities of CSV User Import help maintain data integrity by quickly identifying and addressing discrepancies.
• Simplified user management: Administrators can add, delete, or modify multiple user records in one go.

The CSV file is available for download below. One version is empty, while the other includes demo data as an example.