Article Navigation
- Upload Your Staff List
- How to Generate an Import Template
- Fill Out and Validate Your Spreadsheet
- Import Your Spreadsheet
- Working with Draft Users
Where to Upload Your Staff List
- Navigate to [Settings] > [Organization] > [Users].
- Click [Bulk Import Users].
- Upload a .xlsx or .csv file containing your staff list.
⚠️ Note: Importing additional premium users will increase your license count automatically to accommodate new users in your subscription price
How to Generate an Import Template
❗Staff can only be imported into base roles when importing in bulk. Custom User Roles your organization has created cannot be directly used for import. User roles will have to be manually updated on the user profile if in a custom role for your organization.
- Navigate to [Settings] > [Organization] > [Users].
- Select all filters from the setting wheel
(at least ensuring Name, Full Name, Email, and Role are checked off) 
- Download the results as an Excel file.
- From the downloaded file delete information from the sample rows, leaving just your headers.
- Save this as your reusable import template.
💡 Tip: Any information fields you want to include may be checked, including custom staff information fields. These will only populate if the information is filled in, but can be left blank.
Fill Out and Validate Your Spreadsheet
- Fill out the spreadsheet with all staff information.
- Name, Full Name, Email, and Role are required.
- Additional columns must match an existing information field name in Hi Rasmus, or you'll be prompted to map them.
- Duplicate staff (exact match on name and email) will not be imported.
- Date fields must be formatted as dates in Excel.
- Selection fields must exactly match existing field values; use a comma-separated list for multiple values.
- Confirm your entries match the field formatting and character limits.
💡 Tip: For the full list of validation rules by field, see the Bulk Importing Staff FAQ here.
WATCH: Import Mapping and Errors
Import Your Spreadsheet
⚠️ Note: Imports are for first time entry of users an import cannot update an existing user, and any blank fields or missing columns will need to be updated manually from the user profile. Ensure your spreadsheet is filled out fully with all necessary information in each row before importing.
WATCH: Importing from a File
- Save your file in .xlsx or .csv format.
- Upload it in [Bulk Import Users].
- Review the preview table for flagged rows.
- Fix flagged fields directly in the table. Rows are flagged for missing fields, invalid emails, and duplicates.
- Click [Continue] once all rows are resolved.
- Click the box "Yes, send invitations now" and choose [Send Invites] to invite all imported staff immediately, or [Skip for Now] to invite them later**.
**Selecting [Skip for Now] creates a draft user. Draft users cannot currently be deleted or edited.
⚠️ Note: Review your file carefully before confirming. Retracting bulk-imported users can only be done 10 staff at a time.
❗ If the combined total of imported Premium (active) staff and your current license usage exceeds your available staff subscription licenses, your license count will increase accordingly. This is only for organizations using Premium Staff Licenses
Working with Draft Users
When selecting [Skip for Now] imported users will appear in the [Draft Users] tab under [Users], so you can invite them individually or in bulk whenever you're ready.
- Navigate to [Users] >> [Draft Users].
- Click [Send Invite]. OR Select one or more staff members, and click [Send Invitations]
Related Articles
- Click HERE to see an FAQ about bulk importing users into Hi Rasmus
- Click HERE to learn how to add a single staff member.
- Click HERE to learn how to manage user roles and permissions.