Learn how to efficiently add multiple users to ITILITE using the bulk upload feature. This guide will walk you through downloading the template, filling in user details, and uploading the file.
Table of Contents
Interactive Guide
Follow these steps to add multiple users to your ITILITE account:
- From your ITILITE dashboard, navigate to Account Configuration > User Management.
- On the Users page, click the Bulk actions button. From the dropdown menu, select Import users.
- Download the user import template to get an Excel file with the list of columns and usage instructions. Fill in the user information as required, and then upload your final Excel file.
- After selecting your file, click the Upload file button to finalize the bulk user import. You will see a confirmation once the users have been successfully imported.
Pro-Tips & Guardrails
Note: The system first validates the uploaded data. Only records that pass validation can be inserted or updated. Invalid records will be rejected, requiring you to correct and re-upload them.
Pro-Tip: Ensure all mandatory fields like First Name, Last Name, Email, and at least one product access (Travel or Expense) are correctly filled. Employee IDs and Emails must be unique within your organization.
When filling the template, keep the following in mind:
- Product Access: For Travel and Expense, type exactly 'Yes' or 'No'. At least one must be 'Yes'.
- Roles: For 'Travel Role', choose 'Traveler', 'Admin', or 'Finance Admin'. For 'Expense Role', choose 'Submitter', 'Admin', or 'Finance Admin'. If left empty, 'Traveler' and 'Submitter' are assigned by default, respectively.
- Approvers: Enter the email of an existing user, or a new user included in the same bulk upload file. Approvers must have the necessary product access.
- Organizational Units: For fields like Department, Entity, Business Unit, and Employee Level, use the exact names configured in your ITILITE account. If your departments are not set up, you can enter 'NA' for Department and update it later.
- Partial Success: If some rows in your file contain errors, the valid users will still be created or updated, while only the invalid ones will be rejected.
- Invitation email: You can choose to send a welcome/ invitation email
Please note:
- Membership or loyalty program details cannot be uploaded in bulk as part of adding users.
FAQs
Q: What happens if some users in my upload file have errors?A: The system processes valid records and rejects invalid ones. You will need to correct the errors in the rejected records and re-upload them.
Q: Who can use the bulk upload feature?
A: Only users with appropriate permissions, such as Travel Admin or Primary Admin, can use the bulk upload feature.
Q: Are there any required fields in the template?
A: Yes, mandatory fields include First Name, Last Name, Email, and at least one product access (Travel or Expense) marked as 'Yes'.
Q: Can I upload loyalty program details for users in bulk?
A: Currently, the bulk upload feature does not support adding membership or loyalty program details for users.
Q: Can I prevent invitation emails from being sent to new users?
A: Yes, there is an option to opt out of sending invitation/ welcome emails to newly added users during the bulk upload process.
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