If you need to add new users in bulk or require changes to several existing users, we recommend using the import tool.
Note:
Before completing a user import, please download and read the full User Import Specification. You can also download a User Import Template CSV file if required.
This Help Article is unsuitable if you want to import users for the Ad Hoc Module. For support importing users to the Ad Hoc Module, please refer to the Import preregistrations and Import Ad Hoc users Articles.
Prerequisites
In the Admin area, in the Additional Settings section (under the Advanced heading):
In the Admin area, under the User Management and Account Setup headings:
Create departments, a company expense policy and approval flows before using the import function to get the biggest benefit from importing new user profiles.
Set up any user groups needed for assigning to users.
Download a copy of the existing user data before you import any changes by using the download button.
General rules
The file format 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 that are 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 users
To import your users, follow the steps below:
1. Click the Account Name > Admin.
2. By default, you'll be taken to the Users page in the User Management section.
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 user 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 Imported File Details results.
New records - number of new users created.
Updated records - number of existing users changed.
Skipped records - number of 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 the processed file email notification sent to you matches the import record totals.
7. Once you have successfully tested your users import, import your users with Test Mode disabled.
8. When your CSV file is imported, you'll receive a confirmation message on the page; your users will now be added or updated.
You can manually edit any user profiles requiring additional permissions or any exceptions to the default user settings.
Note: New linked users must be manually added to each linked ExpenseIn account and cannot be imported.