Adding & Managing Users - Bulk Update Users
Adding and Managing Users in Bulk via Excel Spreadsheets
Summary: This help video provides a comprehensive guide on how to efficiently add, manage, and update multiple users at once using the bulk upload feature via Excel. Ideal for administrators setting up or maintaining their intranet site, this process streamlines user management, reduces manual entry, and supports bulk changes—all while ensuring data consistency and accuracy.
Key Features:
Excel-Based Bulk Management: Export an Excel file of current users to manage additions, updates, or deletions in bulk. Even if only one user exists, the exported sheet serves as the foundation for future updates.
Easy User Addition: Add new users by filling in three required fields: Email Address, First Name, and Last Name. Missing these fields will result in upload errors with clear line-by-line feedback.
Custom Role Assignment: Assign one or more roles to users using a simple format (e.g., front office;human resources). The "Registered User" role is applied by default if none is specified.
Visibility and Notification Controls
Directory Display: Choose whether users appear in the directory (yes, no, or leave blank).
Show Email: Decide whether to show email addresses in the directory.
Notify: Send welcome emails and login instructions by setting this to yes. Useful for launching your intranet after setting up all users.
Delete: Remove users in bulk by marking yes in the delete column.
Upload and Validation: After making changes in Excel, upload the file using the Upload File option, then finalize by clicking Add and Update Users. Any issues are clearly flagged with line-specific error messages (e.g., invalid email, missing name).
Benefits: Saves Time: Add or modify dozens—or hundreds—of users in a single upload.
Flexible Role and Profile Management: Adjust user roles and visibility settings without navigating individual profiles.
Error-Resistant: Built-in validation highlights common mistakes before finalizing uploads.
Launch-Ready: Send welcome emails in bulk when you're ready to go live.