Importing members or users via Excel or CSV

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In 4planning you can add several members or users at once using an Excel or CSV file. This saves time and avoids manual data entry. This article explains how to import users.

Step 1: Go to Members

  1. Log in to your 4planning environment.
  2. Go to Organisation in the menu.
  3. Click Members.

Step 2: Import users

  1. Click Create user in the top right.
  2. Then choose Import users.

Step 3: Download the template

You can download a sample file that already contains all the required fields and groups.

  • Download the template.
  • Fill in the users' details.

Important tips for filling in the file

  • Use the template so that all fields are recognised correctly.
  • The Excel file lists all groups.
  • Only import once all groups have been created in 4planning.
  • Under the groups you want, enter for example x, y, 1, yes or true.
  • Row 3 is an example. Leave the email address empty to ignore it.
  • The template adapts to your organisation: if the Sportlink link is switched on, it includes a sportlink_id column for the relation code. A relation code that already belongs to another member is not taken over — you will see this on the check page.

Step 4: Upload the file

  1. Upload the completed Excel or CSV file.
  2. Click Import. You now land on the check page — nothing has been saved yet.

Step 5: Check the overview

At the top you see how many rows 4planning found per status:

  • New – this person does not exist in 4planning yet and will be created.
  • Add – this person already has a 4planning account and will be added to your organisation.
  • Already a member – already in this organisation; the row is skipped.
  • Skipped – the row has no email address (for example the sample row from the template).
  • Error – the email address is not valid.

Rows with the status Already a member, Skipped or Error cannot be ticked. The rest is selected by default; untick anyone you do not want to import yet.

Step 6: Choose the language and the invitation email

In the bar at the bottom you make the final choices:

  • Language – determines the language of the invitation email. If you use several languages, import per language.
  • Invitation email – Send sends an invitation straight away; Do not send means you do this later via pending invitations.

If your organisation works with employees, Import as (employee or member) appears here too.

Step 7: Complete the import

  1. Click Import selected members.

The users are added to the organisation.

Tips for effective use

  • Always check email addresses before importing.
  • Work with a clear group structure.
  • Use imports for large numbers of members.

Good to know

  • Users can log in immediately after activation.
  • You can send invitations later.
  • Groups must already exist.

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