If you need to add new Ad Hoc users in bulk or require changes to several existing Ad Hoc users, we recommend using the import tool.
Note:
Before completing an Ad Hoc user import, please download and read the full Ad Hoc User Import Specification. You can also download an Ad Hoc User Import Template CSV file if required.
This Help Article is for importing users to the Ad Hoc module only. For support importing users to the Expenses (and Invoicing) module(s), please refer to the Import user data Help Article.
Prerequisites
Set up any departments and user groups before using the import function if you're assigning these to your Ad Hoc users.
General rules
File must be .csv.
Column headers are required for data fields that need updating. Header names are space and case insensitive.
If the file does not contain the required data fields, the whole CSV file will be rejected.
If the file contains any extra headers not recognised, the whole CSV file will be rejected.
If an existing user is found with the same email address, the existing user is updated.
If any data field on a record has an error, the record is skipped, and processing moves onto the next record.
The maximum number of records/users is 10,000 per CSV file import.
Character limits include spaces.
How to import Ad Hoc users
1. Go to the Manage Ad Hoc Users area.
Note: The name of this area can be set by your company, so this area may be named differently.
2. Click the Users subheading.
3. Click the Add button and select Import Users from the drop-down.
4. In the pop-up window, click Browse and select the CSV file containing the Ad Hoc users' data from your device.
5. Click Import.
Note: Always use Test Mode to ensure you're importing the data correctly. After your file has been tested, click View Full Details in the File Processing Complete banner to view the Import File Details results.
New records - number of new users created.
Updated records - number of existing users changed.
Skipped records - number of Ad Hoc users ignored from the file, use the feedback given for each skipped record to make corrections to the users before importing the file again.
If an unexpected error occurs, please contact support@expensein.com for help.
6. Check that the processed file email notification sent to you matches the import record totals.
7. Once you've successfully tested your user import, import your Ad Hoc users with Test Mode disabled.
8. When your CSV file is imported, you'll receive a confirmation message on the page; your Ad Hoc users will now be added or updated.
Note: Once your users are invited, they'll be able to complete the invitation process and access the Ad Hoc module. If you still need to send them an invitation, you can do this now.