Import or update multiple people at once

Applies to

Resource Management

Resource Management provides spreadsheet templates so you can add or update multiple profiles at once. Download the template, fill out the fields, and import your data back into Resource Management.

Prepare your data

To add new people

  1. Go to Settings > Account Settings > People.
  2. Select Add/Update People.
  3. Select Download Template
  4. Using a spreadsheet program, add new people by filling in their information into blank rows.
  5. Save the file as a CSV UTF-8.

To make updates to people already in Resource Management

  1. Go to Settings > Account Settings > People.
  2. Select Add/Update People.
  3. Select Export People List.
  4. Using a spreadsheet program, change the existing people attributes you want to update.
  5. Save the file as a CSV UTF-8.

Tips and Tricks

  • Make sure to encode CSV files in UTF-8 to prevent errors on rows with special characters.
  • Each person is required to have a first name or email, permission level, and license type. All other fields are optional.
  • First and last day of work dates must be in YYYY-MM-DD format.
  • Permission level and license type must exactly match how they’re defined in Resource Management.
  • You can create new roles, disciplines, and locations in this spreadsheet. 
  • Custom field values entered in this sheet must match available options in Account Settings > People Custom Fields.
  • To save time combine new people and profile updates in the same file and upload them together.
  • Ensure your device's regional settings are set to have a comma as its default for list separators.

Upload your list

  1. Go to Settings > Account Settings > People.
  2. Select Add/Update People.
  3. From the Add/Update People page in Account Settings, select Choose file and select your updated CSV file.
  4. If you'd like to send an account invite to all newly added and/or updated Licensed Users, check the box.
  5. 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.

If there were any errors during the import, the email will include a link to the status page. Click the link to download a list of errors with directions on how to fix 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

email

Yes

Add the email address for a user. Note that a user’s profile email differs from their login email. See Update Login Email for instructions on how to edit login emails.

user@domain.com

permission_type

Yes

Set the permission level for the user. Note that users can change their own permission type using the importer.

Administrator

Project Manager

Scheduler

Team Member

Restricted Team Member

Contractor

license_type

Yes

Set the license type for the user. Note that users can change their own license type using the importer.

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. This is visible in utilization reports and does not impact a user’s availability.

Must be a number

 

If this value is blank 100 will be applied

billrate

Optional

Add a modified bill rate for the user or use the default bill rate based on their discipline and role.

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 for the user.

0-255 characters

 

Separate multiple entries with a semicolon.

approvers

Optional

Add or remove approvers for the user.

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” (drop down)

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 drop down)

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.