How to add users in bulk

The quickest way to add multiple users is by entering their information into the New User Template (an Excel file available for download from your Admin Atlas account) and then importing this file into the system. 

Below are step-by-step instructions for downloading the New User Template and importing user data into the system. 

TABLE OF CONTENTS

How to add users in bulk

1. A step-by-step guide (video)

2. A step-by-step guide (text)

Step 1: Download the New User Template (an Excel file for entering your user data)

Step 2: Fill out the template

Step 3: Import your user data into Atlas

Frequently asked questions:

1. What sign-in methods are available?

2. Can I set up different sign-in methods for users within one New User Template?

3. How do I set up passwords for "no email" (i.e. username) users during a bulk upload? 

4. Do I need to create a unique password for each "no email" user?

5. I get "We found errors" message after I imported the template, what should I do?

6. I get "Email/username is already in use" error, but I don’t see a user with these credentials in our system. What should I do? 

7. What happens if a "no email" user forgets their password?

8. Can I change user details?

How to add users in bulk

A step-by-step guide (video)

A step-by-step guide (text)

Step 1: Download the New User Template (an Excel file for entering your user data)

1. Click Users on the left side menu pane to show the Users page.
2. Click the the three-dot button {...} to show the menu and select Download New User Template.
3. Read the instructions, then click Download New User Template. The file will be saved in your local downloads folder.

Step 2: Fill out the template

1. Open the template in a spreadsheet application such as Microsoft Excel, Apple Numbers, or Google Sheets to begin editing. Please follow the detailed instructions in the file to ensure accurate entry of your user data.
2. Once you've finished entering the data, click Save icon to save your changes and close the file.

Step 3: Import your user data into Atlas

1. Click Users on the left side menu pane to show the Users page.
2. Click the the three-dot button {...} to show the menu and select Import User Data.
3. Read the instructions, then click Select a file to import. 
4. Navigate to the .xlsx file you just populated with your user data, select the filename and click Open.
5. Then, Atlas checks the data format in the file, any errors are displayed on the screen for you to correct. 
6. Click Import data.

NB: Once the data import is complete, the automatic email login link will be sent immediately to those users who have the email as a sign-in method.

If you prefer not to send this email right away, consider using usernames as a sign-in method instead or waiting to add the user until the timing is more appropriate for your communication plan.

Frequently asked questions:

1. What sign-in methods are available?

    Please refer to this guide to learn more about available sign-in methods: Sign-in methods available for users    

2. Can I set up different sign-in methods for users within one New User Template?

Yes, you can. 

After you complete the user import, those marked "Yes" in the "Has Email" column will receive a welcome email prompting them to set up a password for their accounts. For users marked "No," you’ll need to provide them with the login credentials (username and password) you’ve set up. 

3. How do I set up passwords for "no email" (i.e. username) users during a bulk upload? 

Password set up takes place in Atlas. Once you import user data, you will be prompted to enter a password for "no email" users.

4. Do I need to create a unique password for each "no email" user?

No, the system will ask you to set the password once and it will be applicable to accounts of all "no email" users. The password will be the same for all of them. Upon the first login users will be asked to change the password.

5. I get "We found errors" message after I imported the template, what should I do?

This message means that some of the fields were filled out incorrectly. Fields that contain errors are highlighted in red. Hover over a highlighted field to display a hint explaining the error. 

You can edit your entries directly on this screen. Once corrected, fields will turn green. Then, click "Import Data" to complete the process.

If there are too many errors to edit manually in Atlas, you can go back to your New User Template Excel file, make the necessary changes, and re-upload it.

6. I get "Email/username is already in use" error, but I don’t see a user with these credentials in our system. What should I do? 

Please refer to this guide: "Email/username is already in use" error - what do I do?

7. What happens if a "no email" user forgets their password?

A user needs to contact their organisation's Admin and request their password being reset. To learn how to reset a password, please refer to this guide: How to reset a password of a user.

8. Can I change user details?

Yes, all fields can be edited at any time.

Here are some guides that should help you navigate the editing process:

How to bulk edit users 

How to edit an individual user

How to change a sign-in method of an existing user

How to set an individual user as active/ inactive