Applies to
Capabilities
Who can use this capability
Resourcing Administrators can import or update multiple people at once using the templates provided by Resource Management.
Import or update multiple people at once
Resource Management provides spreadsheet templates to add or update multiple profiles simultaneously.
Who can use this?
Plans:
- Resource Management
Permissions:
Resourcing Administrators can import or update multiple people at once using the templates provided by Resource Management.
Find out if this capability is included in Smartsheet Regions or Smartsheet Gov.
Prepare your data
To add new people
- Open Account Settings.
- If you are working in Resource Management in Smartsheet, select the kebab menu in the top right corner, and select Account Settings.
- If you are working in standalone Resource Management, select Settings > Account Settings.
- Select People from the left menu.
- Select Add/Update People.
- Select Download Template.
- Using a spreadsheet program, add new people by filling their information into blank rows.
- Save the file as a CSV UTF-8.
To make updates to people already in Resource Management
- Open Account Settings.
- Select People from the left menu.
- Select Add/Update People.
- Select Export People List.
- Use a spreadsheet program to change the attributes of the people you want to update. Be sure to fill in people’s custom fields where applicable.
- Save the file as a CSV UTF-8.
Tips and tricks
- Ensure to encode CSV files in UTF-8 to prevent errors on rows with special characters.
- Each person must have a first name or email, permission level, and license type. All other fields are optional.
- The first and last day of work dates must be in YYYY-MM-DD format.
- The permission level and license type must match the settings in Resource Management exactly.
- You can create new roles, disciplines, and locations in this spreadsheet.
- Custom field values in this sheet must match available options in Account Settings > People Custom Fields.
- Combine new people and profile updates in the same file to save time.
- Ensure your device's regional settings use a comma as the default for list separators.
Upload your list
- Open Account Settings.
- If you are working in Resource Management in Smartsheet, select the kebab menu in the top right corner, then select Account Settings.
- If you are working in standalone Resource Management, select Settings > Account Settings.
- Select People from the left menu.
- Select Add/Update People.
- From the Add/Update People page in Account Settings, select Choose file and select your updated CSV file.
- Check the box to invite all newly added and/or updated licensed users.
- Click Upload.
You can navigate away from the page once the upload starts (the import will run in the background), and you'll receive an email when it's complete.
The email includes a link to the status page if there are errors during the import. Click the link to download a list of errors with directions on fixing them.
Column inputs and formatting
This table provides details for each column in your spreadsheet.
| Fields | Required field | Description | Formatting requirements |
|---|---|---|---|
| user_id | Yes* (for editing users) | The User ID stores all of the user attributes assigned to them. Exporting the people list will include User IDs for existing users. | Must be a valid User ID in the organization
To create new users, leave the User ID column blank
To update attributes for existing users, leave their User ID intact |
| first_name | Yes | Add the first name of a user. | 0-255 characters |
| last_name | Optional | Add the last name of a user. | 0-255 characters |
| Yes | Add the email address for the user. Note that a user's profile email differs from their login email. | user@domain.com | |
| permission_type | Yes | Set the permission level for the user. Note that users can change their permission type using Add/Update People. | Resourcing Administrator Portfolio Editor People Scheduler Portfolio Reporter Portfolio Viewer Project Editor Contractor |
| license_type | Yes | Set the license type for the user. Note that users can change their license type using Add/Update People. | licensed managed_resource |
| discipline | Optional | Add the team/group for the user. A new discipline will be created if it doesn't already exist. | 0-255 characters |
| role | Optional | Add the type of work for the user. A new role will be created if it doesn't already exist. | 0-255 characters |
| location | Optional | Add the location where the user is based. A new location will be created if it doesn't already exist. | 0-255 characters |
| first_day_of_work | Optional | Add the user's first day of work. This value affects the user's starting availability. | Date format: YYYY-MM-DD |
| last_day_of_work | Optional | Add the user's last day of work. This value affects a user's ending availability. | Date format: YYYY-MM-DD |
| mobile_phone | Optional | Add the user's mobile phone number. This value is visible on a user's profile page. | 0-255 characters |
| office_phone | Optional | Add the user's office phone number. This value is visible on a user's profile page. | 0-255 characters |
| employee_number | Optional | Add an internal employee identification number. This value appears in report exports. | 0-255 characters |
| utilization_target | Optional | Add a fixed number for the user's utilization target. The target is visible in utilization reports and does not impact a user's availability. | It must be a number
If this value is blank, 100 will be applied |
| bill_rate | Optional | Add a modified bill rate for the user or use the default bill rate based on their discipline and role. | The modified bill rate must be a number
[default] applies the default bill rate based on discipline and role
If this field is blank, [default] will be applied |
| people_tags | Optional | Add tags to identify skills or other unique characteristics. | 0-255 characters
Separate multiple entries with a semicolon |
| approvers | Optional |
If project owners are enabled as approvers, they don't need to be included in this list.
| Must be a valid User ID in the organization Separate multiple entries with a semicolon |
| CF_## “name” (text field) | Optional | Add a string of text to the custom field. | 0-255 characters |
| CF_## “name” (dropdown) | Optional | Set an existing custom field value for the user. | Ensure that any values entered in this column are saved as options for this field in the Account Settings > People Custom Fields page |
| CF_## “name” (multi-select dropdown) | Optional | Set existing custom field values for the user. | Ensure that any values entered in this column are saved as options for this field in the Account Settings > People Custom Fields page
Separate multiple entries with a semicolon |