Bulk User Import

Import large numbers of users quickly using CSV or Excel file uploads instead of sending individual invitations.

Accessing Bulk Import

1. Go to the Team tab
2. Click Import button
3. Upload your file

File Format

Prepare your data in CSV or Excel format with the following columns:

Required Columns

| Column | Description | Example |

|--------|-------------|---------|

| email | User's email address | [email protected] |

| first_name | First name | John |

| last_name | Last name | Smith |

Optional Columns

| Column | Description | Example |

|--------|-------------|---------|

| role | User role name | Learner |

| group | Group to assign | Sales Team |

| position | Job title | Sales Manager |

| company | Company name | Acme Corp |

| city | City | New York |

| timezone | Time zone | America/New_York |

Custom Attribute Columns

If you've configured custom user fields, include them as additional columns using the field name.

Sample File

email,first_name,last_name,role,group,position
[email protected],John,Smith,Learner,Sales Team,Sales Rep
[email protected],Jane,Doe,Learner,Marketing,Marketing Manager
[email protected],Bob,Johnson,Learner,Sales Team,Account Executive

Import Process

Step 1: Upload File

• Drag and drop your file or click to browse
• Supported formats: .csv, .xlsx, .xls
• Maximum rows per import: varies by plan

Step 2: Map Columns

If column names don't match exactly, you'll be prompted to map your columns to Konstantly fields:

1. Select the Konstantly field for each column
2. Mark columns to skip if not needed
3. Confirm the mapping

Step 3: Review Preview

Before processing, review:

• Total users to import
• Any validation errors (missing emails, duplicates)
• Group and role assignments

Step 4: Process Import

Click Import to begin. The system will:

1. Validate all records
2. Create user accounts
3. Send invitation emails
4. Assign to groups
5. Report results

Import Status

Track your import progress:

| Status | Meaning |

|--------|---------|

| Pending | Queued for processing |

| Processing | Currently importing |

| Completed | Finished successfully |

| Completed with errors | Some records failed |

| Failed | Import could not complete |

Handling Errors

If records fail during import:

1. View the error report
2. Download the error file (contains failed rows with reasons)
3. Fix the issues in your source file
4. Re-import only the failed records

Common Errors

| Error | Cause | Solution |

|-------|-------|----------|

| Invalid email | Email format incorrect | Check for typos, extra spaces |

| Duplicate email | User already exists | Remove from import or update existing |

| Unknown group | Group name doesn't match | Create group first or fix spelling |

| Unknown role | Role name doesn't match | Use exact role name from settings |

Import History

View past imports from the Import page:

• Date and time of import
• Number of records (success/failed)
• Download original file
• Download error report

Updating Existing Users

To update existing users via import:

1. Use the same email addresses
2. Include updated field values
3. Existing users will be updated (not duplicated)

Best Practices

1. Start small - Test with a few users before large imports
2. Validate emails - Ensure all email addresses are valid and correctly formatted
3. Create groups first - Set up groups before importing users who need assignment
4. Use consistent naming - Match role and group names exactly
5. Keep records - Save your import files for reference
6. Check for duplicates - Remove duplicate emails before importing
7. Review before confirming - Always check the preview before processing