Knowledge Base > User guide > Corporate using the bulk user importer

Using the bulk user importer

The bulk importer allows Corporate Administrators to rapidly create licensed users and add them to the team. By importing multiple users from a simple CSV (comma separated values) file, a simple integration point is provided between Yuuguu and your existing user management systems.

Creating the users CSV file

The CSV file can typically be created by using an 'Export Contacts' function or similar within your existing user management tools. It is certainly possibly to create the file by hand, or by a custom script to perhaps extract user details from an existing database.

However it is created, each line of the file should consist of three values, separated by a comma:

the user's email address (required)
the nickname, or display name, you want to give them (optional)
their password (required)

The nickname field may be left empty; Yuuguu will generate a nickname based on the email address for that user. This can always be changed later.

There should be one line per user
There should be no comma at the end of each line
Empty lines are not harmful, but will be reported as 'invalid entries' (see below)

Starting the importer

Sign in to your Corporate Administrator account. This will have been set up when your Corporate Account was created. Go to the 'Manage Users' screen.

To import the users from the CSV file you have created:

Click Browse... to open a file chooser
Select the users CSV file you wish to import
Click Upload File

Starting the importer

After clicking 'Upload File', the file contents will be checked. A report page is prepared to report any errors detected with the file, and to let you know what will happen next if you choose to continue with the import. You can also choose to cancel the import at this point, or make minor corrections.

A progress bar will be shown whilst this is being prepared.

It may be that there are major errors with the uploaded file - perhaps missing email addresses or passwords for example. It is simple to fix this. Cancel the import. Make the necessary corrections in the users CSV file. Upload it again.

The importer is designed so that you can make as many revisions as you need of the CSV file, and re-upload it multiple times. Each time, the importer will attempt to 'carry on from where it left off', meaning:

If a user is already a member of the team, no further action will be taken.
If a user account had been created, but could not be added to the team, the user account will stay unchanged and be added to the team
If the user account does not exist, one will be created with the specified password, and be added to the team

This also means that the importer can be used to add existing user accounts to the team as well as create new user accounts.

Reviewing details

The report page is broken down into four sections:

Parse Errors

The first section 'Parse Errors' lists lines in the users CSV file which Yuuguu could not understand:

Typical errors include:

Missing email address - which should be added to the csv file before uploading again
Empty lines - these are ignored, but listed as an 'invalid entry'
Missing Password - a password for each user is required. Modify the csv file and upload again.

New Users

This section deals with email addresses that are currently unknown to Yuuguu, and will need user accounts creating for them. The importer will create a user account with the given email address, nickname and password, allocate a license to this account, and add the user to this team.

Each new user account email will be listed. At the right hand side is a Remove link. Click this if you do not want to create this user account.

Existing Yuuguu Users

Where the email address already has a user account with Yuuguu, but is not a member of this team, the user will be listed in this section. The user account will remain unchanged, the user will be assigned a license, and will be added to the team.

Bulk User Importer - existing users report section

Each user is listed. Click the Remove link at the right if you do not want this user to be added to the team. The user account will be retained.

Note: if you re-upload the csv file with a new password for an existing user, their password will not be changed.

Licensed Users

This section lists all users in the csv file who already have user accounts, already have licenses, and are already members of this team.

No action is taken in this case. Specifically, such users will not be assigned any more licenses.

Proceeding with importing users

Click Import to accept any changes you have made and proceed with the import. If all goes well, all the users in your csv file will have licensed user accounts, and be part of the team. Alternatively, click Cancel to not continue. No further action will be taken.

A progress bar will appear as the import is carried out. Once complete, the total number of users imported, and the total number of failures will be listed. Click Finish to return to the teams management page.