Guide: How to Import Users in Bulk via a CSV File
Before starting any Security Awareness Programme or campaign, it’s important to onboard your employees (from here on, we’ll call them learners).
Watch our Video Tutorial:
Importing learners by CSV
The easiest way to add learners is by uploading a CSV or Excel spreadsheet. No special formatting is needed; simply upload the file provided by your HR team and map the relevant fields (e.g., first name, last name, email, department).
Recommended Fields
- First name
- Last name
- Email address
- Departments ( optional )
Step 1: Upload Your Spreadsheet
- Go to the Users section > Add Users > Import Users.
- Click Load Users
- Select your CSV file and click Complete Upload.
You can only upload as many learners as your current licence count allows. Need more licences? See our How to Order Premium Licenses guide.
Step 1. 2. Match data fields
- Use Select Columns to match CSV columns to system fields.
- Tick Data has a header row if your CSV contains headers.
- Review department assignments and user data.
- Click Complete Upload.
Step. 2: Check Errors
- Click Check for Errors > if none, continue to the next step.
Step. 3: Save Users
- Click Save Users to complete the upload.
Note: Learners won’t get automated onboarding or welcome emails until you're first Training campaign is launched.
Fixing Errors
- Correct CSV: Click Cancel, fix, then re-upload.
- Delete errors individually: Click bin icon, then Check for Errors again.
- When all errors are fixed, click Save Users.
Common Errors are:
- Duplicates – Don’t list the same person twice. Each user should appear only once.
- Domain unknown – Make sure the email domain is valid and recognised by the system.
- Empty fields – Required fields (like first name, last name, email) can’t be left blank.
- Umlauts or spaces in emails – Avoid special characters (ä, ö, ü) or spaces in email addresses.
- Shared emails – Every user must have their own unique email. No two users can share an email address.