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Uploading User Files with Bulk User Upload

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Bulk User Upload is a powerful tool designed to simplify and streamline user management. This support article will guide you through accessing the tool, managing user access, downloading active user files, and configuring settings for a seamless upload experience. Furthermore, we'll provide step-by-step instructions on uploading user files, reviewing changes, and correcting any configuration errors. Effortlessly manage your administrative tasks and enhance efficiency with Bulk User Upload.

 

Warning: If you already have employee data in your platform, please ensure that the Employee IDs in your new data feed are consistent with your current user data. Inconsistent IDs can lead to user duplication.

  

  1. Accessing the Bulk User Upload Tool
  2. Downloading Active Users File
  3. File Configuration Settings
  4. Advanced Settings
  5. Uploading a User File
  6. Correcting Configuration Errors

 

Accessing the Bulk User Upload Tool

To navigate to the Bulk User Upload tool:

  1. On the homepage, select the Admin button at the bottom of the left navigation menu.
  2. Select “Users,” then “User Management” from the left navigation menu.
  3. Click Bulk User Upload.

 

 

If this option isn't visible, go to Advanced Settings in the Admin portal and enable it via toggle.

 

Determining Who Has Access

Super Admins have automatic access to this tool. To allow other roles to upload users, adjust their permissions in the Roles and Permissions tool. Note that enabling this grants full access to all user data.

 

 

Downloading Active Users File

To download a .csv file containing the current users in the platform, click Download under the Active Users section.

 

File Configuration Settings

Before uploading a user file with updates or changes, review the file configuration settings, which dictate how your file is processed by the platform.
 

Archive

If the Archive toggle is enabled, users currently on the platform but omitted from subsequent user file uploads will be automatically removed. To prevent specific employees from being archived, enter their Employee IDs in the designated field. We generally recommend keeping the Archive setting enabled for all uploads. Click Save Changes after toggling it on.
 

Override Existing Data

If Override Existing Data is toggled On, existing employee data that is modified in subsequent user file uploads will be overwritten. The user data that can be overwritten includes: language, email, hire date, and password. You must check the box next to each specific data point to allow its value to be overwritten. For password overrides, you can apply this to all users or only those who have never logged into their Awardco account. In most cases, we recommend selecting the options to override email, hire date, and password. For password overrides, it is advisable to apply this only to users who have never logged in. Click Save Changes after toggling it on and selecting your desired options.

 

 

Advanced Settings

Your HRIS system might not support all user file formats detailed in the Formatting User Files support article (e.g., file headers or country/language codes may require manual changes). Below are advanced settings that control how data from uploaded files is converted on the platform, regardless of your HRIS export. Use these settings sparingly and consult the Technical CSM team.

  • Header Mappings: Assign your header values to the headers we’re expecting to receive. Ensure a list is comma separated.
    • Example 1 - “EID” is what your HRIS system assigns as the column header. Awardco only accepts “Employee Id” as the header title. To ensure the user file upload is accepted, input in the Header Mappings field “EID:Employee Id”.
    • Example 2 - “Email Address” is what your HRIS system assigns as the column header. Awardco only accepts “Email” as the header title. To ensure the user file upload is accepted, input in the Header Mappings field “Email Address:Email”.
  • Value Mappings: Convert an invalid country code or language id into a valid one. Ensure a list is comma separated. Note - Country and Language code are the only values that can be mapped.
    • Example 1 - “United States of America” is what your HRIS system assigns as the value for a user’s country. Awardco only accepts the ISO 2-letter country code “us” in the Country Code field. To ensure the user file upload is accepted, input “United States of America:us”.
    • Example 2 - Your HRIS system may list a user’s language as “Spanish,” but Awardco requires the ISO 639-1 code “es” in the Language field. To ensure acceptance, enter “Spanish:es”.
  • Metadata Headers: List any metadata headers without a “#” prefix. Ensure the list is comma separated.
    • Example 1 - Your HRIS system’s file won’t add the required “#” before metadata. To accept the file, enter the metadata column headers exactly as they appear (e.g., Location, Region, Job Title) into the Metadata Headers field.
  • Association Metadata Headers: List associated metadata headers (see Formatting User Files) with a “@” prefix, separated by commas.Example - Your HRIS system’s downloaded file won’t add the required “@” in front of associated metadata. Ensure the user file is accepted by inputting the associate metadata column headers exactly as they appear on the file into the Association Metadata Headers field (e.g. HR Admin, Executive Sponsor, Nomination Approver Id).
  • Metadata Filters: This filter only applies to organizations that have multiple user files coming from different sources/systems. Please speak to the Technical CSM team to find out more information.
  • Adding a Plus to Phone Numbers: A “+” is required when uploading phone numbers on a user file. Check the box to add a “+” as a prefix to all phone numbers if the file you’ll upload doesn’t support it. 

 

Click Save Changes after making any updates to the Advanced Settings fields.

 

 

Uploading a User File

  1. To upload your user file, drop it into the gray field at the top or click the red link to browse. Follow the Formatting User Files article. Only .csv (recommended) and .psv files are accepted.

     

     

  2. Click Preview & Upload. Review New Users on the New tab, users with updated information on the Updated tab, users that will be archived on the Archived tab, and possible restored users (users previously archived that should now be active) on the Restored tab.

     

  3. Click Finish & Upload. Processing may take time. The contact on file will get a confirmation email. If unsure who this is, contact the Technical CSM team. 

 

 

Correcting User File Errors

Imports may fail due to errors in the user file. Errors are shown after clicking the Preview & Upload button. See the User File Import Errors article for guidance. Correct the errors and re-upload the file.

 

 

If you have any questions, please contact Awardco Admin Support.

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