Bulk importing users via Excel

The bulk import function in 4planning lets you add several users quickly and easily at once. This saves time and avoids manual data entry, especially when moving over from Excel or another system.

When do you use a bulk import?

A bulk import is ideal when you want to add many members or staff at once. For example:

• Migrating an existing member list.
• Starting a new organisation.
• Switching from other software.

Many organisations use this method during the initial setup.

Step 1: Go to the members page

1. Go to Organisation in the left-hand menu and then to Members.
2. Click Create user in the top right.
3. Choose Import users.

Step 2: Download the template

Download the Excel or CSV template. It already contains all the fields and groups.

Using the template avoids mistakes during the import.

Step 3: Fill in the file

Enter your members' details. Think of:

• First and last name.
• Email address.
• Phone number and other details.

The file also lists all groups, so you can link members straight to the right structure.

The first row contains the field names. Every following row is one user.

When working with Excel or CSV files it is important that the first row holds the column headers and each following row describes a single record. This prevents errors during the import.

Important tips for filling it in

• Use the template so that all fields are recognised correctly.
• Only import once all groups have been created.
• Under the groups you want, enter for example x, y, 1, yes or true.
• Row 3 in the template is an example. Leave the email address empty to ignore it.

Step 4: Upload the file

1. Upload the completed file.
2. Select the language for the invitation.
3. Import per language when you use several languages.

Step 5: Send invitations

You can choose whether users receive an invitation straight away.

• Invite immediately.
• Send invitations later.

This gives you flexibility during onboarding.

Tips for effective use

• Start with a test import.
• Check a small group first.
• Improve the file before adding everyone.

Good to know

• A bulk import saves a lot of time.
• Users are linked to groups immediately.
• You can always resend invitations later.