Adding, updating and deleting users with CSV upload

Want to add, edit, or delete multiple users at once? You can easily do this by uploading a CSV file. Instead of manually entering each user, import them in a few clicks from a CSV file to save time and reduce input errors.

1. Prepare the file
2. Upload the file
3. Which actions are available?
4. What happens if there's an error?
5. Why use the CSV import?

1. Prepare the file

Download the recommended CSV template from Admin > Users > Import CSV or from the end of this page. Fill in the user data using these columns:

1. Email – User’s email address
2. New email – Updated email address (leave empty, if not applicable)
   Use the New email field to change a user’s email address. Enter the user’s current email exactly as it appears in deskbird in the Email column, then enter the updated email address in New email. All other fields (such as name, role, and office) must be filled in and will be updated if changed. The New email field is the only optional field and can be left empty if no email change is required.
3. First name – First name
4. Last name – Last name
5. Status – active, inactive, deleted, provisioned
6. Role – admin, officeAdmin, manager, groupManager, user
7. Main office name – The name of the user's main office

💡 Status explained:
active = account is active
inactive = account is disabled
deleted = account is removed
provisioned = becomes active after the first login

2. Upload the file

Log in to your deskbird Admin account and go to Admin > User settings. Click Upload CSV in the top-right corner and select your prepared file. The system will process the data and flag any issues.

💡 The file must be in CSV format using a comma ( , ) as the delimiter.

3. Which actions are available?

1. Add new users
2. Update existing users
3. Delete users (status deleted)

💡 All actions can be included in one single CSV import.

💡 No email invitation is sent when users are added via CSV upload.

4. What happens if there's an error?

If errors are detected, deskbird will show you the details. Follow the instructions, correct your file, and re-upload by repeating steps (1) and (2).

💡 If you encounter the error “Email is required and must be a valid, not public domain email address,” this means the system has detected an address from a public email provider (such as @gmail.com, @yahoo.com, or similar). For security and compliance reasons, public domain addresses cannot be uploaded via CSV. In these cases, please invite the user manually instead.

5. Why use the CSV import?

• Save time by importing in bulk
• Catch and correct inconsistencies faster
• Simplify user management for admins
• Update the email addresses of users in bulk
  Use the New email field to change a user’s email address. Enter the user’s current email exactly as it appears in deskbird in the Email column, then enter the updated email address in New email. All other fields (such as name, role, and office) must be filled in and will be updated if changed. The New email field is the only optional field and can be left empty if no email change is required.

You’ll find both an empty template and a sample file with demo data at the end of this page: