Admin Managers' Guide: Import Users in Bulk via a CSV File

Before starting any Security Awareness Programme or campaign, it’s important to import your employees (from here on, we’ll call them learners).

Watch our Video Tutorial:

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.

Recommended Fields

We recommend including the following fields in your CSV file:

• First names
• Last names
• Email addresses
• Departments (optional)

Step 1: Upload Your Spreadsheet

• Go to the Users section.
• Click Add Users > Import Users.
• Click Load Users.
• Choose your CSV file and upload it.

Step 1.2: Match Data Fields

In the Select Columns section, assign your CSV columns to the system’s required fields.

• Use the dropdowns to match columns in your file with the required 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 for Errors

After uploading, you’ll be redirected to the Check Errors page.

1. If errors are detected:

• Delete error individually: Click bin icon > click Check for Errors again. OR
• Correct CSV: Click Cancel, fix the CSV file, then re-upload.
• Once all errors are resolved, click Save Users.

2. If no errors are found

• Click Check for Errors

Step 3: Save Users

• Click Save Users to finalise the upload.

Common Errors

When uploading users via CSV, watch out for:

• Not enough licences: You can only upload as many learners as your current licence count allows.
• Duplicates: Only one entry per user.
• Domain unknown: Email domain must be valid.
• Empty fields: First name, last name, and email cannot be blank.
• Umlauts/spaces: Avoid special characters (ä, ö, ü) or spaces in emails.
• Shared emails: Every user must have a unique email.