Bulk User Upload

This guide provides an overview how to upload and edit Users in bulk in the SmartRecruiters system. In addition, it contains instructions for how to enable your Users permisison in bulk for SmartRecruiters add-on modules: SmartCRM, SmartPal, SmartAssistant, and SmartMessage. 

Introduction
The Bulk User Upload tool empowers large teams to join the SmartRecruiters platform quickly and easily at scale and with access to the products they need. 

What does Bulk User Upload do?
Bulk User Upload allows Admins to…

• Download a template with required and optional fields for Users

• Upload a local CSVs containing User data in order to…

  • Add new Users

  • Edit existing Users

  • Activate or Deactivate Users

  • Enable or Disable SR add-on module access (SmartCRM, SmartAssistant, SmartMessage, SmartPal)

• View the status and details of past Bulk User Uploads

• View success and error messages for uploaded Users
   

What does it not do?
Bulk User Upload cannot…

• Retrieve User data from SmartRecruiters.

• Manage CSV User lists greater than 10MB.

• Enable company-level access for SmartCRM, SmartAssistant, SmartMessage, SmartPal

For whom?
Bulk User Upload is ideal for Admins at medium to large companies who would like to take a ‘no-code’ approach to adding many Users quickly.

For what part of my hiring journey?
Bulk User Upload can be used any time for changes to Users in SmartRecruiters, but it has the greatest value for recently-joined companies who want to populate their Users from an existing source.

What problem does it solve?
Bulk User Upload provides teams an intuitive way of managing Users at scale. It has many of the same capabilities as the SmartRecruiters API, custom integrations, and access management software, but with greater ease of use.

Customer Readiness
Key Steps: Please contact your CSM to have access to Bulk User Upload enabled in your company’s account. In preparation to use the tool, please view the template & fields below to format your User data

How to Find It?
From your Avatar (top right), go to the Settings / Admin Page
Under Permission Click User Management
 

How to Use It?

1. From the User Management Page, click Bulk user upload
   

2. Click DOWNLOAD TEMPLATE to get a CSV with User data headers.
   

3. Add new or existing User Data to the CSV file, and specify product access. Save and export as CSV.
   

4. Click UPLOAD CSV and then Choose a file (or drag and drop), and confirm with IMPORT USERS
   

5. Check that your data columns match the correct User fields and confirm with IMPORT USERS
   

6. View your Bulk User Upload status, history, and details with the dropdown menu.
   

7. Click rightmost icon to download CSV results with status and success/error messages for each User.
   
   
    

Tips & Tricks:
* Please check that you’re in the correct SmartRecruiters environment (Production vs Sandbox)!
* Welcome emails will be sent to users added with Bulk User Upload.
* Test the tool for a small number of users first before adding a larger numbers of users.
* Many file types can be converted to CSV. Check to see if your external User data is convertible to CSV.
* Be sure that you are using commas as delimiters. Sometimes, office tools will change to semicolons.
* Office tool sometimes delete leading 0’s in numbers. Be sure your leading zeroes don’t get dropped!
* Watch out for special text characters, and only use commas as delimiters. This tool uses UTF-8.
* Not sure what SR add-on modules are enabled? Try editing a user manually to view enabled products, or ask your CSM.
* Is your file size larger than 10MB? Try splitting it up!
* You can use email aliases if you choose (name+alias@companyemail.com).
* Hiring Team roles cannot be established for Users through this tool. Hiring Teams are set up per job.
 

FAQ
I want to edit Users in bulk. How can I do that with this tool?
You must provide all the required info in your CSV upload (first, last, email, ssoIdentifier*). The tool cannot retrieve User data; you may need to check your HRIS, the API, or your SSO provider for this data. 

Will my created Users receive a welcome email?
If WebSSO is enabled, and if an SSO Identifier was provided, created Users will not recieve a welcome email. If WebSSO is disabled, a welcome email will be sent and Users will be asked to create and login with a password. 

How do I know what values to input into each of the columns?
Acceptable inputs for each column can be found at the end of this Help Center article.

I have an existing sync for my Users in SmartRecruiters. Is this tool right for me?
We recommend against keeping simultaneous integrations for User management. This may lead to interference and Users being overwritten in some cases. Please consult your CSM if you’re unsure about your existing syncs or integrations. 

How many Users can I upload at once?
This tool supports files up to 10MB in size- several thousand users. We recommend splitting up larger files if needed.

I don’t have access to SmartCRM, SmartPal, SmartAssistant, or SmartMessage. What can I do?
While these products may be visible in your CSV template, they might not be enabled for your company. Please contact your CSM to ensure these products are enabled before granting Users access.

What about Users not in an upload list– will they be impacted?
No - Bulk User Upload will only add or edit User profiles if they are included in the CSV upload file.

Why can't I update ExternalData field for my existing Users with Bulk User Upload?
When present, ExternalData field is used as a unique identifier for matching Users. Attempting to edit ExternalData with an upload will result in an error: REJECTED, USER_ALREADY_EXISTS. If ExternalData must be changed or added for existing Users, using the API is the recommended path at this time. 

Additional Resources:

User Management

Add New User to SmartRecruiters

Change a user's name, email, or password

User Template Fields & Required Data
Defaults will be applied to newly added Users. 
Optional fields left blank will be ignored if User exists.