How to Import Users

About the Import Tool

Instead of adding users one by one into the system, you can import all your Users, Reviewers and Admins using a simple spreadsheet - saving time and reducing setup errors.

With the Import Tool, you can:

Import Users, Reviewers, or Admins in one streamlined workflow
Map columns from Excel to profile fields with ease
Preview your data before finalizing
Track results with import summaries and audit logs
Send emails individually after import

Before you start an import:

Set up your import files and confirm you have all the required fields. Properly setting up your files helps you avoid import errors and incorrect data being imported into the system.
Download sample import files to help you get started.
Learn more about the import tool.

Step by Step Guide on Importing Users from Manage Users

User imports are used to add or update users, reviewers and administrators accounts. Below is a step by step guide:

From your Admin Dashboard, navigate to Manage > Users and select Import.
On the Import a file section, click Import.
Select the type of user you want to import (Standard Users, Reviewers, Administrators), then click Next.
Choose any additional profile fields to include in your import - First Name, Last Name, and Email are mandatory. After selecting your desired fields, click Download Template. This will create a sample file containing both the required and any optional fields you’ve chosen.
Click choose a file, then select your import file.
Click the Choose how to import users dropdown menu and select how to import your users:
- Create and update users: the import will create new users, as well as identify and update existing users.
- Create new users only: the import will only create new users. Existing users in the import file will be ignored.
- Update existing users only: the import will only update existing users. New users in the import file will be ignored.
Click Next.
On the Map columns in your file to user properties screen, the system will map the columns in your file to the selected properties based on the header.
The import table contains the following columns:
- Column Header From File: the name of the header from your import file.
- Mapped: shows the current status of the column-to-user property mapping. If any errors are identified, an alert icon (!) will appear to indicate an issue.
- Preview Information: preview of the first three rows from your spreadsheet for the column.
- Import as: dropdown menu to select the user property (ex. Company) you're importing.
- Manage Existing Values: If a record in your import matches an existing record in RhythmQ, the default behaviour is to overwrite the existing data with the new information. If you prefer to retain the existing data without making changes, select Do not import.
If any columns were mapped to the wrong property, click the dropdown menu in the Import as column then select the correct property.
If you are updating user accounts, and you want to ensure that existing profile information remains unchanged for specific fields during the import process, select the Do not import checkbox in the Manage existing values column for those fields.
- This will preserve the current data in RQ for any matched records, preventing the import from overwriting important profile details. Use this option whenever you want to update only certain properties of users accounts while retaining others as they are.
Once all columns are mapped or set to Do not import, click Next.
Enter an import name.
You will then see a summary of the import, including the number of records that were added, updated, or ignored. Review this summary carefully before proceeding to the next step.
When you’re ready to proceed, click Begin Import to start importing your users.

Once imported, you’ll be directed to a dedicated import status page where you can review detailed results of your import. Here, you’ll find a breakdown of how many records were successfully created, updated, or ignored.

Learn more about inviting imported users into the system.