Skip to content

Invite many staff at once from a file

Upload a CSV of teammates and send each one an invitation email with a secure link that lasts seven days.

Checked against the screens:

Every organisation can choose its own words for the people and roles it works with. When you are signed in, this guide uses your organisation’s words. Otherwise it uses the product’s own.

For admins only. Every row in the file is emailed an invitation at once, so check the file before you upload it.

Steps

  1. Open Import staff. Read the list under Expected columns first.
  2. Make a CSV with a heading row: email, full_name and role. One person per row.
  3. For the role, use the codes the page lists. Each email must appear only once.
  4. Keep it to 200 rows and 1 MB. Split a longer list into two files.
  5. Under CSV file, choose your file.
  6. Press Upload & send invitations.
  7. Read the result. It says how many were sent and how many failed, and why.

If it goes wrong

  • If any row is invalid, no invitations are sent at all. The page lists up to 25 problems with their line numbers. Fix them and upload again.
  • If you run out of seats, the page says so, and everything before that row was sent. Add seats in billing, then upload the rest.
  • If someone does not get the email, ask them to check spam. Send a fresh invitation from the staff page.

How it links together

Each person who accepts gets an account with their role. They then appear in staff contacts and can be given a caseload. See the guides to inviting one person.

From file to working staffA file becomes invitations, then accounts.
  1. Upload file
  2. Invitations sent
  3. Person accepts
  4. Give a caseload

What each person receives

An email from your organisation, saying they have been invited with their role and giving a secure link to accept. The link expires after seven days.

The columns

  • email: required. Each address may appear once in the file.
  • full_name: required, up to 160 characters.
  • role: required. Only the codes listed on the page are accepted.

The checks come first

The whole file is checked before anything is sent. A repeated email, a missing name or an unknown role stops the lot, with the line number of each fault. This means you never get half a team invited by accident.

Seats

Each invitation needs a seat. When seats run out the page stops at that row and tells you. Rows before it were sent. Add seats, then upload a file containing only the rest.

Inviting one person instead

For one or two people, use the invitation form on the staff page. It is quicker than making a file.

Who can use this page

Only admins. Anyone else sees a short note that the page is for the admin role.

Questions people ask

Who can import staff?

Admins only. Managers do not see the upload form.

How many people can I invite at once?

Up to 200 rows in a file of up to 1 MB. Split a longer list.

Why did no invitations go out?

At least one row failed the checks, so none were sent. The page lists each fault with its line number.

How long does an invitation last?

Seven days. After that, send a new one from the staff page.

What do I put in the role column?

Use the role codes listed under Expected columns on the page. Anything else is refused.

Can I use a spreadsheet instead of CSV?

Save the sheet as CSV first. The page accepts CSV files only.