You can easily upload new people or update the data for existing people using the 'Bulk upload or enrol' option in the People area of your Admin view.
You can also use this function to upload groups of people for bulk enrolment uploads in topics and pathways.
Tip: See this article for common problems when uploading a spreadsheet or CSV file.
How to access the bulk upload option
The process starts by navigating to Admin → People in your portal, clicking the 'I want to...' button and selecting 'Bulk upload or enrol'.
Now, follow the below steps below to complete the bulk upload process.
Step 1 - Create your file
To assist with the preparation of your file, you can download a template CSV by clicking this option on the file upload page.
The template includes all your existing fields and data.
When preparing your file, the information to keep in mind is...
Rows: Each row represents a single person. New user names will create new people, while existing user names will update changed data for existing people. The first row must be a title row listing field names (in any order).
Columns: Each column represents a single field. Required fields must contain data, while your custom fields can be left blank or left out. Fields can be in any order. You must include these four columns: user name (must be unique), First name, Last name, and Email (must be a valid and unique email address).
IMPORTANT - Check your custom field data
If your columns include Custom Fields, please check that your data is in the correct format required by each field.
Text. No formatting required. Ideally, only store single items in text fields (e.g. You can store the word "Brisbane" but should not try to store two location in this field via "Brisbane, Sydney" - you the List type for multiple items in a single field).
Date. This field stores dates only (no times). Must be in one of the following formats.
yyyy-mm-dd
dd/mm/yy
dd/mm/yyyy
Number. This field must be an integer. Decimals are accepted.
List. This field must have one or more items from the list. The spelling of each item must exactly match the spelling of the items in the list.
Multiple items are accepted but must be separated by a semi-colon (;) not a comma (,). No spaces between items. So "Brisbane;Sydney".
Step 2 - Select your file
With your CSV saved, you can now upload it into the platform for checking by clicking 'Choose File' and selecting the file from your PC.
Step 3 - Map the columns
You can then map your CSV data to your Tribal Habits fields.
If your field names exactly match column titles, much of the mapping will be automatic.
If not, you will need to select the Tribal Habits field which matches your column headings from the drop-down options.
If your spreadsheet contains data that cannot be uploaded (or does not need to be uploaded), select 'Ignore this column' from the drop-down.
We show the first three rows of data from your spreadsheet beside each column title so you can confirm you have made the right selections.
Step 4 - Complete the checklist
Before you can upload your file, it's necessary to successfully complete the upload checklist.
First, you must have the required columns of user name, first name, last name and email address mapped to the correct four Tribal Habits fields.
Second, you must have all other columns mapped or marked as ignore.
If your checklist is not complete, please check each field in step 3 to ensure it is mapped to a selected Tribal Habits field or mapped to 'Ignore this field'.
Step 5 - Review invitation options
Finally, with your upload ready to go, you can select how you want to handle invitations.
The options available are:
No invitations to be sent.
Send invitations to NEW users only.
Send invitations to ALL users.
Then click 'Start Upload' to begin!
FAQs on the Upload People process
FAQ: Can I use this process to update the data of existing users?
Yes. This function will update existing people as well as create new people. As noted above, when an existing user name is found in the CSV file, their data will be updated to match the new data in the file.
FAQ: Can I change user names via this process?
No. At the moment, user names cannot be changed via bulk upload. The user name field is the unique field used to match the data in your CSV with existing users. If you change the user name field, then we are unable to match each row to the correct user - this results in the platform trying to create a new user with that user name, but encountering an existing email address, which causes an error.
If you need to change user names you should...
Change manually by editing each person.
Contact support if you need to do a bulk change for a large number of users and we can discuss how to help you with that.
FAQ: Can I also use this process to manage enrolments?
Yes. This same process can also help you enrol groups of people into topics and pathways. Please see this article for information about enrolments via a CSV upload.
FAQ: Can I also use this process to assign Roles?
Yes. If you are using our Roles feature, you can upload and assign roles by mapping roles into the 'Role 1' to 'Role 5' fields.
Note that the roles you are going to upload must already exist in your portal and the name of the role in the upload CSV file must exactly match the name of a role in your portal.
FAQ: Can I also set a password via this process?
Yes. You can create a column called 'Password' and set a password for each person. You can also use a column called 'Force Password Reset' (set to Yes/No). By using those two columns, you could set a default password for a group of people and require them to set new passwords on their next login. This can be handy when you wish to send your own invitation communications to new users.
FAQ: Can I use this process to deactivate or schedule the deactivation of users?
Yes. To deactivate one or more users, ensure you populate the 'Active' field in your CSV file with 'No' for any users you want to deactivate. To schedule the deactivation of one or more users, ensure you populate the 'Deactivate Scheduled Date' field in your CSV file with a date for any users you want to deactivate in future.