📩 Import and Update Members with Excel

Simplify your team management by bulk uploading and updating members all at once using an Excel file — saving you time and effort 🚀

⚠️ Note: This feature is currently experimental and still in active development. You have the opportunity to test it now! Access needs to be enabled by your Customer Success Manager — please contact them to request it.

📍 Where to Find It

You can find the import tool on the Members page in the web app - look for the Members Import button next to "Add Coworker."

🔒 Important: This feature is only visible to users with Owner rights, and is meant for users with access to all members and locations; otherwise, fetching, comparing, and assigning data may fail.

📊 Preparing Your Excel File

To get started, make sure your member file is in Excel format (.xlsx) and includes these required columns:

first name
last name
email / username

You can also include optional columns:

location
profession
language

If you don’t have data for the optional columns, no worries - you can update those in the next step manually.

⬆️ Uploading Data

Click Members Import on the Members page.
Select your prepared Excel file and upload it.
If the system detects errors (such as missing or misspelled column headers), it will show clear error messages so you can fix and re-upload the file.
If some information (profession, location, or language) is missing for members, you’ll see an Action Required prompt next. You can either:
- Set a default value that applies to all members missing that field, or
- Choose to Skip and manually update those fields per member in the next step.

🔍 Reviewing and Applying Changes

Once the file is accepted, you’ll see the full list of members, with separate tabs for:

Modified: Existing members with updated info (click the info icon under Status to see what changes were uploaded)
Needs Fixes: Members with missing required info (click the info icon under Status to see details)
New: Members not found in the system who will be added as new

You can review each tab and upload changes selectively or all at once.

📌 Note: You can close the Members module or close the platform tab at any time — your progress will be saved and you can return to finish the import whenever you want. Just be sure not to log out of the platform, as that will cause your progress to be lost.

✅ Finalizing the Import

You can select or deselect members individually or by tab — only the selected members will be uploaded. You can then come back later to upload or edit the remaining members.
When ready, click Upload Members to apply updates and create new members.

📧 Important Note on Invitations

Currently, new members created via this import will not receive an automatic invite email to join the platform. You will need to:

Manually send invitations to all members via the Email Templates section in the admin site. Read more on that here.
or Assign a temporary password to each member from their profile and notify them separately. More on that here.

💡Future updates will include being able to send invitations automatically as part of this process.

🚀 What’s Next?

This is an evolving feature — more improvements and automation will be added soon to make member management even easier.