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essensys Platform - Create users in bulk
essensys Platform - Create users in bulk

How do I create occupier users in bulk? | occupier | Create user | Smart Access | Wi-Fi Secure | Bulk Users | On-boarding |

Stuart avatar
Written by Stuart
Updated over a week ago

Create multiple occupier users from a CSV file. These users are the employees who work for the occupier (tenant).

Info: You will typically use this process when on-boarding new occupiers.

When you create occupier users in bulk, you specify two types of details:

  • Details that apply to all users in the load. For example, whether or not to enable Wi-Fi or user accounts (app) for all users.

  • Individual user details. Details that are relevant to the individual user, like the user name, email, and so on. These details are defined in the CSV file.

Create users in bulk

Before you begin

  • Your occupier needs to exist in essensys Platform.

Accessing the User management page

  1. In the main menu on the left, select Occupiers.

  2. In the Occupier list, select the correct occupier.

  3. Click the Users tab.
    The Users list opens, with the top user in the list (if there is one) selected.

Create users in bulk

  1. Prepare a CSV file containing the details of your new occupier users.
    Tip: Your CSV file contains a row for each occupier user that you want to add to the essensys Platform. Up to 250 users can be created using one file. Each column provides one value for the user from the following list:

    • Email address. Mandatory. Must be unique both within the file and to the occupiers associated with this operator.

    • User role. Mandatory. Must be Admin or User (case insensitive).

    • First name. Mandatory.

    • Last name. Mandatory.

    • Job title.

    • Mobile phone.

    • Direct line.

    • If you are using the Smart Access module: Card ID.
      Note: If you are enabling Smart Access for all of your bulk loaded users by selecting Enable user access on the Bulk Settings page (next step), Card ID is mandatory and must be unique for each user.

    For a detailed description of each of these values, see Create user.

  2. Above the list of users for this occupier, click Add multiple users.

    The Add multiple users wizard opens.

  3. In the first page, specify those Bulk settings that apply to all of the users that you are creating:

    1. To create a Wi-Fi account for each of the new users:

      • Select Create Wi-Fi accounts.

      • Select a Wi-Fi homesite and a Concurrent device limit.
        Note: A Wi-Fi account allows users to sign private devices in to the Wi-Fi Secure network at their sites. For more information, see Wi-Fi Overview.

    2. Specify the default Language associated with all of the users.
      Note: This language will be used, for example, in email communications and when the user views their white-labeled essensys portal.

    3. If you are using the Smart Access module, and want to enable Smart Access for all of the users, select Enable user access.

    4. To invite all of the users to use your white-labeled essensys portal, click Send invite to join portal.

    5. To invite all of the users to use your white-labeled essensys mobile app, click Send invite to join app.

    6. Click Next.

      The File Content page opens.

  4. Check and upload your CSV file:

    1. Check your CSV against the list of required fields.

    2. Load the CSV file by either dragging and dropping it or by browsing to it.

    3. Click Next.
      The Map Fields page opens.

  5. Specify the mapping between the columns in your file and the data in the CSV:

    1. If your CSV file has a header field, select Strip first row from source data to exclude the header row from the import.

    2. For each field, create the mapping between the column in the CSV file Source data (CSV) and the field it is being mapped to in the essensys Platform Target field (platform). The options that can be selected are:

      • Ignore (default) - Select for a field that you do not want to import.

      • <platform value> - Select to map the value in the CSV file's column to a field in essensys Platform.

  6. To complete the process, click Create users.

    • If your spreadsheet contains any invalid data, an Error opens. You need to resolve the error and reload the spreadsheet. See Resolve errors in your load.

    • Otherwise, your users are loaded and a Completed message opens. Click OK.

Important: The Completed message may indicate that some rows in the spreadsheet were not processed. Where this is the case, see Rows that were not processed.

Resolve errors in your load

When you click Create users, you may see an error message indicating that the occupier users in the spreadsheet are not all valid and could not, therefore, be loaded.

For example, email addresses must be unique, so if there are two or more occupier users in the bulk load CSV with the same email address, you may receive the following error:

You need to fix the validation error (in the example case, provide a unique email address on row X), and re-load the CSV file.

  1. Click OK to close the error message.

  2. Edit the CSV file to fix the validation error.
    Note: The error message indicates which row contains the error. Make sure you save your changes!

  3. Re-load the CSV file using the Bulk Load wizard:

    1. Click Back to return to the File content page.

    2. Replace the CSV file.

    3. Click Next.
      Assuming you have not made any changes to your column configuration, you should not need to change your mappings.

  4. Click Create users.

The bulk load process should now complete.

Rows that were not processed

When you click Create users, you may see a completed message that describes rows in your spreadsheet that were not loaded.

For example, the following message is shown where one occupier user from the spreadsheet could not be created because the email address is already in use by another occupier user in the essensys Platform.

This is not an error, but the user that you wanted to create (in the example, on row 5) was not created. If you still want to create the user on the reported row or rows, you should do so following the standard Create users process.

Note: The preceding example shows a single error on row 5, but this message will show all rows that could not be loaded.

What next?

  • You may want to check and edit each of the user's details, just as you would any other user.

  • If you enabled Smart Access for these users, you might want to assign each of them to one or more groups. This will grant the new users access to the doors in the group. For more information, see Smart Access groups.

  • If you have selected to create a Wi-Fi account or user account for all of your bulk loaded users, each of them will receive an invitation email inviting them to sign in. For more information, see Create users.

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