---
title: Bulk Importing Users FAQ
description: Bulk import your entire staff list from a spreadsheet, with built-in validation and full control over when invites go out.
---
[Skip to content](https://help.hirasmus.com/knowledge/bulk-import-users-from-a-file#main-content)
English
Show submenu for translations
[Request Support](https://help.hirasmus.com/knowledge/kb-tickets/new?hsLang=en) [Customer portal](https://help.hirasmus.com/helpdesk?hsLang=en)
Open main navigation
Close main navigation
- English
Show submenu for translations
- [Request Support](https://help.hirasmus.com/knowledge/kb-tickets/new)
- [Customer portal](https://help.hirasmus.com/helpdesk)
- hirasmus.com
hirasmus.com
Hi! How can we help you?
- There are no suggestions because the search field is empty.
1. [Hi Rasmus Help Center](https://help.hirasmus.com/knowledge?hsLang=en)
2. [Managing Clients & Users](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en)
3. [Managing Users](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#managing-users)
September 10, 2026
# Bulk Importing Users FAQ
## Find answers to common questions about setting up, customizing, and troubleshooting bulk importing users from a file.
**Article Navigation**
- [What fields are required?](https://help.hirasmus.com/knowledge/bulk-import-users-from-a-file#Fields-Required)
- [What file types can I upload?](https://help.hirasmus.com/knowledge/bulk-import-users-from-a-file#File-Types)
- [How do I know which columns to include in my spreadsheet?](https://help.hirasmus.com/knowledge/bulk-import-users-from-a-file#Columns-to-Include)
- [What do the warning and error icons mean during import?](https://help.hirasmus.com/knowledge/bulk-import-users-from-a-file#Warnings-Errors)
- [How should I format date and selection fields?](https://help.hirasmus.com/knowledge/bulk-import-users-from-a-file#Format-date-selection)
- [Can I use bulk import to update existing staff, or edit staff later through the import?](https://help.hirasmus.com/knowledge/bulk-import-users-from-a-file#Can-I-Edit)
- [Will duplicate staff get imported twice?](https://help.hirasmus.com/knowledge/bulk-import-users-from-a-file#Duplicate-Staff)
- [Can I control when invites are sent?](https://help.hirasmus.com/knowledge/bulk-import-users-from-a-file#When-Invites-Sent)
- [Can I undo a bulk import?](https://help.hirasmus.com/knowledge/bulk-import-users-from-a-file#Undo-Import)
- [What happens to staff licenses when I import Premium staff?](https://help.hirasmus.com/knowledge/bulk-import-users-from-a-file#Premium-Licenses)
- [What is bulk import, and why would I use it?](https://help.hirasmus.com/knowledge/bulk-import-users-from-a-file#What-is-Bulk-Import)
- [Where can I find the full list of validation rules for each field?](https://help.hirasmus.com/knowledge/bulk-import-users-from-a-file#Data-Validation)
- [Why can't I assign my organizations custom role to a user?](https://help.hirasmus.com/knowledge/bulk-import-users-from-a-file#assign-custom-role)
- [Can I assign multiple Business Units in bulk?](https://help.hirasmus.com/knowledge/bulk-import-users-from-a-file#multiple-business-units)
- [Why is my import receiving an error message in .xlsx format?](https://help.hirasmus.com/knowledge/bulk-import-users-from-a-file#import-xlsx-error)
**Q: What fields are required?**
A: Name, Full Name, Email, and Role. You can include additional fields as long as the column headers match an existing information field name in Hi Rasmus. If a column doesn't match anything, you'll be prompted to map it to an existing field.
**Q: What file types can I upload?**
A: .xlsx or .csv.
**Q: How do I know which columns to include in my spreadsheet?**
A: You can go to **\[Users\]**, select all filters from the setting wheel  so every available field is displayed, then download the results as an Excel file. This gives you a sheet with every possible column already labeled to match Hi Rasmus fields. From there, delete any columns you don't need and clear out the sample rows, leaving just your headers. Save this as your reusable import template.
**Q: What do the warning and error icons mean during import?**
A: An orange triangle is a warning and won't block the import. A red circle is an error and must be resolved before you can proceed. Errors will show a description and the row/column location so you can fix it in your sheet and re-upload.
**Q: How should I format date and selection fields?**
A: Date columns should be formatted as dates in Excel, not text. For selection fields, the values in your sheet must exactly match the values already set up in that information field. You can import multiple values as a comma-separated list, for example: "Downtown Clinic, North Clinic." If you're getting an error on a selection field, check for a trailing space in the field option and try re-entering it.
**Q: Can I use bulk import to update existing staff, or edit staff later through the import?**
A: No, bulk import only applies to new staff being created. It can't be used to add or update fields for staff who already exist in Hi Rasmus. You can run a bulk import any time you're bringing on new staff, like a new cohort or during onboarding.
❗Make sure your spreadsheet includes every field you need before importing. Since the import only applies once per staff member, anything left out will need to be added manually in that staff member's profile afterward.
**Q: Will duplicate staff get imported twice?**
A: No. Staff with an exact match on name and email won't be imported again.
⚠️ Watch out for spelling errors, nicknames, or outdated email addresses to avoid accidental duplication
**Q: Can I control when invites are sent?**
A: Yes. Once your file is validated, choose **\[Send Invites\]** to invite everyone immediately, or **\[Skip for Now\]** to hold off. Drafted staff land in the **\[Draft Users\]** tab under **\[Users\]**, where you can invite them individually or in bulk whenever you're ready.
💡 Use Draft status when a staff member's information is complete, but you're not ready to send their invite yet.
**Q: Can I undo a bulk import?**
A: Retracting bulk-imported users can only be done 10 staff at a time, so review your file carefully before confirming the import.
**Q: What happens to staff licenses when I import Premium staff?**
A: Active (Premium) staff use a license. If importing them pushes you past your current license count, your staff subscription licenses will increase automatically to cover the difference.
⚠️ **Note:** This *will* increase your subscription price automatically if they are lower than the new total once imported.
Undo-ing a bulk import will not automatically reduce license counts for users imported with a premium staff license.
**Q: What is bulk import, and why would I use it?**
A: Bulk import lets you add multiple staff members to Hi Rasmus at once from a spreadsheet, instead of entering them one by one. It also gives you control over when invites go out, so onboarding doesn't have to happen all at once.
##### **Q: Where can I find the full list of validation rules for each field?** A: See the table below for formatting and character limits on every field.
*\*"Role" for users is a case sensitive field - This same case-sensitivity applies to a few other dropdown-style fields in this import: Status, Gender, Required Login Method, and the credential level fields (BACB/IBAO/QABA Level)*
| **Name** | **Required field** in text format, max length: 255 symbols, min length: 1 symbol |
| --- | --- |
| **Email** | **Required field** in valid email format |
| **Role** | **Required field**. Allowed text values\*: Manager, Administrator, Supervisor, Behavior Analyst, Behavior Technician, Parent *\*This is the **base role** for users, exact fields only. Custom roles are not able to be assigned in bulk. \*\*This field is case sensitive* |
| **Business Units** | The value or list of values must match the existing Business Units in the current clinic, or be left blank *\*For multiple business units, they must be separated by " \| " (called a vertical bar)* |
| **Status** | Imported users automatically receive a default Status: "Active" regardless of the value that was set *\*\*This field is case sensitive* |
| **MFA Required** | Allowed text values: Yes, No |
| **MFA Set Up** | Imported users automatically receive a default MFA Set Up: "No" regardless of the value that was set |
| **Required Login Method** | Allowed text values: Password, Google, Apple, Microsoft. May be left blank. *Note: a user cannot have Required MFA: Yes and a Required Login Method other than Password at the same time. \*\*This field is case sensitive* |
| **Full Name** | **Required field** in text format, max length: 510 symbols |
| **First Name** | Text format, max length: 255 symbols, min length: 1 symbol |
| **Last Name** | Text format, max length: 255 symbols, min length: 1 symbol |
| **Reference ID** | Text format, max length: 255 symbols |
| **Gender** | Allowed text values: Male, Female, Other *\*\*This field is case sensitive* |
| **Phone** | Text format, max length: 255 symbols. Not validated as a specific phone format, consistent with manual user creation and editing. |
| **Address Line 1** | Text format, max length: 255 symbols |
| **Address Line 2** | Text format, max length: 255 symbols |
| **Zip / Postal Code** | Text or number format |
| **City / District** | Text format, max length: 255 symbols |
| **State / Province** | Text format, max length: 3 symbols, allowed values include the codes for US, Emirates, Australian, and Canadian states used in the Hi Rasmus system. |
| **Country** | Text format, max length: 2 symbols, allowed values include the country code used in the Hi Rasmus system (e.g., US, AU, CA). If no value is specified, the clinic's country will be used. |
| **Staff Profile;: Business Unit** | The value must match the existing **Primary** Business Unit in the current clinic, or be left blank. This is the staff member's Primary Business Unit, so its value must also appear in that user's Business Units list. |
| **Employee Start Date** | Date format |
| **Employee End Date** | Date format |
| **License Type** | Allowed text values: Standard, Premium. Standard corresponds to an "Inactive" staff status. Premium corresponds to an "Active" staff status. Active staff use a license, so importing Premium staff increases your total license usage. |
| **BACB (Certification): Certification Number** | Text format, max length: 255 symbols |
| **BACB (Certification): Level** | Allowed text values: BCBA-D, BCBA, BCaBA, RBT *\*\*This field is case sensitive* |
| **BACB (Certification): Expiration** | Date format |
| **BACB (Registration Number): Certification Number** | Text format, max length: 255 symbols |
| **BACB (Registration Number): Expiration** | Date format |
| **NPPES NPI Registry: NPI** | Text format, max length: 255 symbols |
| **NPPES NPI Registry: Taxonomy** | Text format, max length: 255 symbols |
| **LBA (US): Certification Number** | Text format, max length: 255 symbols |
| **LBA (US): Expiration** | Date format |
| **IBAO: Certification Number** | Text format, max length: 255 symbols |
| **IBAO: Level** | Allowed text values: IBA, IBT *\*\*This field is case sensitive* |
| **IBAO: Expiration** | Date format |
| **QABA: Certification Number** | Text format, max length: 255 symbols |
| **QABA: Level** | Allowed text values: QBA, QASP-S, ABAT *\*\*This field is case sensitive* |
| **QABA: Expiration** | Date format |
**Q: Why can't I assign my organization's custom role to a user?**
A: When bulk importing, the role assigned must be a Hi Rasmus base role. You can select a custom role for a user once they are successfully imported.
**Q: Can I assign multiple Business Units in bulk?**
A: When bulk importing multiple business units, these must be separated by a "vertical bar" character in the spreadsheet.
**Q: Why is my import receiving an error message in .xlsx format?**
A: Spreadsheets should not contain additional formatting. To get an acceptable spreadsheet format, follow the steps to generate an import template. Additional formatting may cause te import to receive an error message.
---
**Related Articles**
- Click HERE to learn how to bulk import users in Hi Rasmus
- Click [**HERE**](https://help.hirasmus.com/knowledge/inviting-users?hsLang=en)to learn how to add a single staff member.
- Click [**HERE**](https://help.hirasmus.com/knowledge/user-privileges?hsLang=en) to learn how to manage user roles and permissions.
- [Getting Started](https://help.hirasmus.com/knowledge/getting-started?hsLang=en#main-content)
- [Quickstart Guide](https://help.hirasmus.com/knowledge/getting-started?hsLang=en#quickstart-guide)
- [Hi Rasmus 101: Using Hi Rasmus as a Behavior Technician](https://help.hirasmus.com/knowledge/getting-started?hsLang=en#hi-rasmus-101-using-hi-rasmus-as-a-behavior-technician)
- [Hi Rasmus 201: Hi Rasmus Guide for BCBAs / Behavior Analysts](https://help.hirasmus.com/knowledge/getting-started?hsLang=en#hi-rasmus-201-hi-rasmus-guide-for-bcbas-behavior-analysts)
- [Hi Rasmus 101: Using Hi Rasmus in a Multi-Disciplinary Setting](https://help.hirasmus.com/knowledge/getting-started?hsLang=en#hi-rasmus-101-using-hi-rasmus-in-a-multi-disciplinary-setting)
- [Managing Clients & Users](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#main-content)
- [Managing Clients](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#managing-clients)
- [Managing Users](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#managing-users)
- [Client \<\> User Access](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#client-user-access)
- [User Privileges](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#user-privileges)
- [Multi-factor Authentication (MFA)](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#multi-factor-authentication-mfa)
- [Single Sign On](https://help.hirasmus.com/knowledge/managing-clients-users?hsLang=en#single-sign-on)
- [Staff Licenses](https://help.hirasmus.com/knowledge/staff-licenses?hsLang=en)
- [Creating Programs](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#main-content)
- [Your Program Library](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#your-program-library)
- [Program Setup: Prompt Levels and Workflows](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#program-setup-prompt-levels-and-workflows)
- [Program Setup: Program Building Blocks](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#program-setup-program-building-blocks)
- [Creating Programs by Type](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#creating-programs-by-type)
- [Specific Program Capabilities](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#specific-program-capabilities)
- [Featured Programs and Library Catalog](https://help.hirasmus.com/knowledge/creating-programs?hsLang=en#featured-programs-and-library-catalog)
- [Client Progress](https://help.hirasmus.com/knowledge/client-progress?hsLang=en#main-content)
- [Reviewing Client Data](https://help.hirasmus.com/knowledge/client-progress?hsLang=en#reviewing-client-data)
- [Program Modifications](https://help.hirasmus.com/knowledge/client-progress?hsLang=en#program-modifications)
- [Client Progress Reports](https://help.hirasmus.com/knowledge/client-progress?hsLang=en#client-progress-reports)
- [Assessment Results](https://help.hirasmus.com/knowledge/client-progress?hsLang=en#assessment-results)
- [Exporting Data](https://help.hirasmus.com/knowledge/client-progress?hsLang=en#exporting-data)
- [Operational Tools, Reporting and Auditing](https://help.hirasmus.com/knowledge/operational-tools-reporting-and-auditing?hsLang=en#main-content)
- [Single Client Reporting / Auditing](https://help.hirasmus.com/knowledge/operational-tools-reporting-and-auditing?hsLang=en#single-client-reporting-auditing)
- [Cross Client Reporting / Auditing (Premium)](https://help.hirasmus.com/knowledge/operational-tools-reporting-and-auditing?hsLang=en#cross-client-reporting-auditing-premium)
- [Activity Time Change Requests](https://help.hirasmus.com/knowledge/operational-tools-reporting-and-auditing?hsLang=en#activity-time-change-requests)
- [Sessions](https://help.hirasmus.com/knowledge/sessions?hsLang=en#main-content)
- [Setting Up a Client Session](https://help.hirasmus.com/knowledge/sessions?hsLang=en#setting-up-a-client-session)
- [Running a Client Session](https://help.hirasmus.com/knowledge/sessions?hsLang=en#running-a-client-session)
- [Completing Session Notes](https://help.hirasmus.com/knowledge/sessions?hsLang=en#completing-session-notes)
- [Group Sessions](https://help.hirasmus.com/knowledge/sessions?hsLang=en#group-sessions)
- [Reviewing and Editing Sessions / Activities](https://help.hirasmus.com/knowledge/sessions?hsLang=en#reviewing-and-editing-sessions-activities)
- [Supervision Mode](https://help.hirasmus.com/knowledge/supervision-mode?hsLang=en#main-content)
- [Supervision Criteria](https://help.hirasmus.com/knowledge/supervision-mode?hsLang=en#supervision-criteria)
- [Supervising Live Sessions](https://help.hirasmus.com/knowledge/supervision-mode?hsLang=en#supervising-live-sessions)
- [Supervision Session Notes](https://help.hirasmus.com/knowledge/supervision-mode?hsLang=en#supervision-session-notes)
- [Templates](https://help.hirasmus.com/knowledge/templates?hsLang=en#main-content)
- [Session Notes](https://help.hirasmus.com/knowledge/templates?hsLang=en#session-notes)
- [Forms](https://help.hirasmus.com/knowledge/templates?hsLang=en#forms)
- [Treatment Plans and Progress Reports](https://help.hirasmus.com/knowledge/templates?hsLang=en#treatment-plans-and-progress-reports)
- [Activity Types](https://help.hirasmus.com/knowledge/templates?hsLang=en#activity-types)
- [Integrations](https://help.hirasmus.com/knowledge/integrations?hsLang=en#main-content)
- [Aloha ABA Integration](https://help.hirasmus.com/knowledge/integrations?hsLang=en#aloha-aba-integration)
- [Aloha Integration: FAQ And Troubleshooting](https://help.hirasmus.com/knowledge/integrations?hsLang=en#aloha-integration-faq-and-troubleshooting)
- [Lumary Integration: Overview](https://help.hirasmus.com/knowledge/integrations?hsLang=en#lumary-integration-overview)
- [Lumary Integration: Set Up](https://help.hirasmus.com/knowledge/integrations?hsLang=en#lumary-integration-set-up)
- [Lumary Integration: Running and Reviewing Sessions](https://help.hirasmus.com/knowledge/integrations?hsLang=en#lumary-integration-running-and-reviewing-sessions)
- [Lumary Integration: FAQ and Troubleshooting](https://help.hirasmus.com/knowledge/integrations?hsLang=en#lumary-integration-faq-and-troubleshooting)
- [TherapyPM](https://help.hirasmus.com/knowledge/integrations?hsLang=en#therapypm)
- [Boost Integration: Overview](https://help.hirasmus.com/knowledge/integrations?hsLang=en#boost-integration-overview)
- [Boost Integration: Set Up](https://help.hirasmus.com/knowledge/integrations?hsLang=en#boost-integration-set-up)
- [Boost Integration: Running and Reviewing Sessions](https://help.hirasmus.com/knowledge/integrations?hsLang=en#boost-integration-running-and-reviewing-sessions)
- [Boost Integration: FAQ and Troubleshooting](https://help.hirasmus.com/knowledge/integrations?hsLang=en#boost-integration-faq-and-troubleshooting)
- [Camber Integration: Overview](https://help.hirasmus.com/knowledge/integrations?hsLang=en#camber-integration-overview)
- [Camber Integration: Set up](https://help.hirasmus.com/knowledge/integrations?hsLang=en#camber-integration-set-up)
- [Camber: Running and Reviewing Sessions](https://help.hirasmus.com/knowledge/integrations?hsLang=en#camber-running-and-reviewing-sessions)
- [Camber: FAQ and Troubleshooting](https://help.hirasmus.com/knowledge/integrations?hsLang=en#camber-faq-and-troubleshooting)
- [Offline Mode](https://help.hirasmus.com/knowledge/offline-mode?hsLang=en)
- [Parents](https://help.hirasmus.com/knowledge/parents?hsLang=en)
- [RBT Training](https://help.hirasmus.com/knowledge/rbt-training?hsLang=en)
- [Outcomes](https://help.hirasmus.com/knowledge/outcomes?hsLang=en#main-content)
- [Data Accessibility](https://help.hirasmus.com/knowledge/outcomes?hsLang=en#data-accessibility)
- [AI](https://help.hirasmus.com/knowledge/ai?hsLang=en)
- [Scheduling](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#main-content)
- [🏁 Scheduling: Getting Started](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#scheduling-getting-started)
- [🛠️ Scheduling: Set Up](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#%EF%B8%8F-scheduling-set-up)
- [⚙️ Scheduling: Calendar Views and Settings](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#%EF%B8%8F-scheduling-calendar-views-and-settings)
- [📆 Scheduling: Creating and Updating Appointments and Events](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#scheduling-creating-and-updating-appointments-and-events)
- [✅ Scheduling: Completing Scheduled Appointments](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#scheduling-completing-scheduled-appointments)
- [📈 Scheduling: Appointments Reporting](https://help.hirasmus.com/knowledge/scheduling?hsLang=en#scheduling-appointments-reporting)
- [Frequently Asked Questions](https://help.hirasmus.com/knowledge/frequently-asked-questions?hsLang=en#main-content)
- [Subscription and Invoices](https://help.hirasmus.com/knowledge/frequently-asked-questions?hsLang=en#subscription-and-invoices)
- [Device and App Info](https://help.hirasmus.com/knowledge/frequently-asked-questions?hsLang=en#device-and-app-info)
- [Recovering Deleted Items](https://help.hirasmus.com/knowledge/frequently-asked-questions?hsLang=en#recovering-deleted-items)
- [Settings](https://help.hirasmus.com/knowledge/settings?hsLang=en)
- [New and Coming Soon!](https://help.hirasmus.com/knowledge/new-and-coming-soon?hsLang=en)
[](https://hirasmus.com)
Help Center
Copyright © 2026, Hi Rasmus Inc.