The Bulk User Import feature in Smart Arena enables administrators to efficiently upload multiple users at once using a prepared Excel file. This functionality eliminates the need for manual data entry, saving time and ensuring data accuracy. By following a simple process, you can add users, assign them to appropriate organizational units, and streamline user onboarding.
1. Under User Management in the navigation menu click Bulk Import
Click Get started to start importing multiple users at once.
2. Select data type
you can choose between users, organizational units, locations, and workplaces. To add users, select Users. Click Next.
3. Import Excel file
Click select file and choose the right file (Excel format) with the user information.
When the file is added, you can change or remove it.
How to prepare the Excel File
Use an Excel file with columns for user details: first name, last name, username, email, password, internal ID, location code, gender, birth date, and user role.
First name, last name, and email are mandatory.
For correct data transfer, your table should have a header.
Here is a template: Bulk_user_import_template.xlsx
4. By selecting System Field in each row, assign the right categories to each sample user information.
When you correctly select the categories of the information, click Next to import the user information.
5. Select actions according to your preferences.
Choose whether to insert new records, update existing ones, or delete records based on the uploaded data.
Choose wether a registration email should be sent after import.
Insert: When enabled, this option allows the addition of new records to the system. Any data in the uploaded file that does not match existing records will be added as new entries.
Update: This option, when enabled, updates existing records in the system. It modifies records that match the uploaded data, ensuring they are up-to-date.
Delete: If enabled, this option removes records from the system based on the uploaded data. It deletes records that match the data provided in the import file.
Send Registration Email After Import: When this option is selected, the system will send a registration email to each user after their record is imported, allowing them to finish the registration process.
Compare Data By: This dropdown allows you to select a field (Email or mapping code) by which the system will compare the uploaded data to existing records. This helps identify which records to insert, update, or delete.
6. Review and Confirm
If issues or errors occur, the application will display a message. To successfully upload you will need to reexamine and reupload the file with the corrected data. Possible errors may include:
Invalid email
| The email address format is invalid and does not meet standard email formatting rules (e.g., missing |
Duplicate email in Excel | The same email appears more than once in the Excel file. Identify duplicate entries by filtering the Excel document. Remove the repeated emails, keeping only one instance of each. |
Duplicate email in the application | The email address already exists in the Smart Arena application and cannot be added again. Search for the email in the application to verify if the user already exists. If so, update the existing user's information instead of attempting to create a new one. |
Email is required
| The email field is missing or left blank for one or more entries. Ensure all entries in the source file have a valid email address. |
There's a duplicate internal code in Excel | The same internal code appears multiple times in the Excel file. Identify duplicate codes in the file and remove or update them to ensure all internal codes are unique. |
There's a duplicate internal code in the application | The internal code already exists in the Smart Arena application and cannot be added again. Search for the internal code in the application to confirm if the user exists. If they do, update their information instead of creating a duplicate entry. |
The language does not exist | The language code provided does not match the supported languages in the system. Verify the language code in the source file. |
Unknown gender
| The gender field contains an unsupported value or is missing. Update the gender field to a valid value or leave it blank if the field is optional. |
A password does not meet the requirements | The password does not meet the system's security requirements. Create a password that complies with the rules, such as a minimum of 8 characters, including uppercase letters, lowercase letters, numbers, and special characters. Update the password and re-upload. |
Roles are invalid | One or more roles assigned do not match the system's predefined roles. Verify the roles in the source file and ensure they match the supported roles. |
The organizational unit ("name") does not exist | The Organizational unit specified in the data does not exist in the application. Verify the org. name or code. |
Location ("name") does not exist | The location specified in the data does not exist in the application. Check the location name or code in the source file. |
Workplace ("name") does not exist | The workplace specified in the data does not exist in the application. Verify the workplace against the system records. If it is missing, create the job title in the system. |
The name already exists in Excel | The same name is used multiple times in the Excel file. Identify duplicate names and determine if they refer to the same entity. Adjust the names to distinguish them or remove duplicates as appropriate. |
The name already exists in the application | The name provided already exists in the Smart Arena application and conflicts with a new entry. Search for the name in the application to confirm if it refers to the same user. If so, update the existing user instead of creating a duplicate entry. |
The parent unit does not exist
| The parent organizational unit (branch) specified in the data does not exist in the application. Confirm the parent unit’s existence in Organization management. If it is missing, create the parent unit manually or through the API before re-uploading the data. |
7. After the import process is complete, an Import Report will be displayed.
8. View Imported Users
Once complete, all imported users and their data will be accessible in User Overview.
Make sure, your data sheet in excel has a table head, otherwise you could have issues with importing the file.