Importing and exporting users

Build or update your database in just a few minutes: quick entry, Excel/CSV file import with column mapping, and customisable export.

Adding a few users on the fly

1. Go to Administration›Users›Import / Export›Quick Create.
2. Fill in one line per user: last name, first name, e-mail, phone. Click Add a line if needed.
3. Turn on Send login credentials by e-mail to automatically send the username and password.
4. Click Save.

Login details are generated according to your default password settings. The profile and subscription assigned are those defined by default in the advanced settings — check them before your first entry, as they will apply to every account created afterwards.

Importing an Excel or CSV file

The import runs in five steps, and you can go back to any screen:

1. Drop your file (.xls, .xlsx or .csv) into Administration›Users›Import / Export›Import a File.
2. File Analysis: check that accents and dates are correctly interpreted. This is the moment to fix a badly encoded file, before the errors spread.
3. Column Configuration: match each column to a field (subscription, groups, licence, credits, custom fields, etc.). Detection is automatic based on the first line; untick the columns you do not want. Only the last name and first name are mandatory.
4. Preview: warnings do not prevent the import, and the cells concerned take the default value.
5. Start the import, then review the line-by-line report: Added, Updated or Error, with the mention Credentials sent where applicable. Download the report keeps a copy of it.

Understanding how the import avoids duplicates

Each line is matched against your database in this order: by username if your file contains that column, otherwise by last name and first name. A match triggers an update; otherwise, an account is created.

An import cannot modify a record that your profile does not allow you to manage: those lines appear as errors in the report and are not applied.

Exporting your database

1. Go to Administration›Users›Import / Export›Export a File.
2. Select and organise the columns to export.
3. If needed, narrow down the exported population with Filters: subscription, profile, group, status.
4. Click Preview, then Export (.xls) to download the file.

With Create a Template, save your column setup so you can find it again in one click for a future export.

Automating data exchanges

Import and export cover one-off, manual needs. If your organization needs to keep its database continuously in sync with another piece of software, the API exposes the same data programmatically — and also lets you create and modify accounts.