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Import users in bulk
Import users in bulk

In this article we will show you how to import users in bulk using an Excel spreadsheet or Google Sheet.

Lara Macarena Sastre avatar
Written by Lara Macarena Sastre
Updated over a week ago

You can easily add large numbers of users in bulk. We share an example form for you to use and we also explain each field so that you can complete them.

Let's get started!
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📹Here you will find a complete instructional video
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1. Open the spreadsheet that we share here in Excel or Google Sheet .

👉 Go to File (or File) and choose "Create a copy" (or Make a copy) to be able to edit it with the information you need to import.

You don't need to add all the columns to perform an import, just the columns marked as Required .

Details of the headers of each column

Headboard

Detail

external_id (optional)

It is a unique identifier for the user and should not be confused with the ISBN of the publication.
We recommend using this field, as it is the only way to reference a user after import, other than email.
It must contain a maximum of 250 characters. It can contain alphanumeric characters, as well as hyphens and underscores.
​The format of this column must be plain text. To do this you must select the column, click on Format > Number > Plain text.

email (required)

User's email.
It must contain a maximum of 250 characters.
​The format of this column must be plain text. To do this you must select the column, click on Format > Number > Plain text.

password (optional)

You can manually create a password or leave this field blank and have the user generate their own password with the "recover password" function when they want to enter the platform. It must contain at least 8 alphanumeric characters and a maximum of 250.
​The format of this column must be plain text. To do this you must select the column, click on Format > Number > Plain text.
​We recommend for a security issue that each user generates their password when they want to enter to avoid sending passwords as texts in emails.

assign_plan_id (optional)

This is a unique plan identifier and is used to automatically assign a plan to imported users.
Write to us at [email protected] indicating the name of the plan for which you need the identifier so that we can indicate it to you.
​The format of this column must be Number. To do so you must select the column, click on Format > Number > Number.

assign_plan_valid_from (optional)

In case the user has a valid plan from a certain date.
​The format of this column should be Date “year-month-day” (2019-04-28). To do so, you must select the column, click Format > Number > More formats > More date and time formats.

assign_plan_valid_to (optional)

In case the user has a valid plan until a certain date.
​The format of this column should be Date “year-month-day” (2019-04-28). To do so, you must select the column, click Format > Number > More formats > More date and time formats.

only_sees_readable (optional)

In case the user only sees the posts they can read. It must contain 1 (one) or 0 (zero). Default is 0 (zero).
​The format of this column must be Number. To do so you must select the column, click on Format > Number > Number.

name (optional)

The name of the user. It must contain a maximum of 50 characters.
​The format of this column must be plain text. To do this you must select the column, click on Format > Number > Plain text.

sessions_limit (optional)

Session limit for each user. Range between 1 and 99999.
​The format of this column must be Number. To do so you must select the column, click on Format > Number > Number.

national_id (optional)

It is the user's identification number (for example, in Argentina the DNI)
​The format of this column must be plain text. To do this you must select the column, click on Format > Number > Plain text.

address_line_1 (optional)

The address of the user. It must contain a maximum of 50 characters.
​The format of this column must be plain text. To do this you must select the column, click on Format > Number > Plain text.

address_line_2 (optional)

The additional address of the user. It must contain a maximum of 50 characters.
​The format of this column must be plain text. To do this you must select the column, click on Format > Number > Plain text.

town (optional)

The user's city. It must contain a maximum of 50 characters.
​The format of this column must be plain text. To do this you must select the column, click on Format > Number > Plain text.

status (optional)

The state of the user. It must contain a maximum of 50 characters.
​The format of this column must be plain text. To do this you must select the column, click on Format > Number > Plain text.

country (optional)

The country of the user. It must contain a maximum of 50 characters.
​The format of this column must be plain text. To do this you must select the column, click on Format > Number > Plain text.

postal_code (optional)

The user's postal code. It must contain a maximum of 20 characters.
​The format of this column must be plain text. To do this you must select the column, click on Format > Number > Plain text.

other_information (optional)

Other user billing information. It must contain a maximum of 512 characters.
​The format of this column must be plain text. To do this you must select the column, click on Format > Number > Plain text.

2. Once you have completed this spreadsheet you will need to download/save it as an .XLSX (Microsoft Excel) file in order to use it.

3. Go to your Library Control Panel , then Settings > Imports.
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4. Click New Import, choose the Import Users option, and add the file you created.

5. Click on the Create Import button and the process will automatically run.

Once this process has been run, you will be able to see in that same section if it was carried out successfully or if an error was generated.
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In some cases, you may need to refresh the page to see the final status of the process if the process continues to show as "Processing" for several minutes.

Common mistakes

Within See details of the report you will be able to see the errors in case any occur and it will be indicated with the row of the spreadsheet in which said error is occurring. The indicated row is exactly the same as in the spreadsheet, counting the header as number 1 (one).

The different common errors that usually occur are the following:

  • Invalid header: this is one of the most common errors and it usually happens because the data in some of the headers was modified by hand and it does not exactly match what we indicated in the example file.

  • Invalid email: the indicated email has an error. This can be mainly related to a typing error where a letter or point is omitted. Example: [email protected] or name@hotmailcom or [email protected]

  • Date with wrong format: the date format must be followed as indicated in the previous points. Example: using slashes instead of dashes (2020/01/20) or writing without using the corresponding order (01/20/2020) or abbreviating the year in two numbers (01-20-20)

  • Too many characters: not respecting the maximum number of characters for the fields as indicated in each case. Example: wanting to add a lot of information in the additional billing information field.

  • Invalid plan_id: when indicating a plan identification number that does not exist in the Library because it has not been created before or has been written incorrectly.

We hope this tutorial has been easy for you. If you have questions, write to us at [email protected] .

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