Note: Only administrators have access to this feature. Please contact your administrator or reach out to support@mindmatrix.net for assistance.

1) Go to Setup > User Management > Import Users:

(Note: If your top navigation menu is customized, navigate to your “Import Users” page.)

2) Click on Import. Only .csv or .txt files can be used.

3) Click to upload the file from your computer.

4) Select the file if you have it already uploaded in your documents or Upload a New file and click on the top right arrow to go to the next step.

5) The next step is “Field Mapping”. This screen has multiple options:

• Overwrite Current Users Data – If a user already exists with the same email address (unique ID), this option will overwrite their information with the new data you’re importing.

Please check the below screenshot for the existing users list:

• Recipient Lists – A default list will be created based on your import with the date and time of the import. You can also click the “+” sign to add to a list.

• Field mapping – Map your spreadsheet column headings with the user fields in the platform. Select the drop downs to match. For example, your spreadsheet may have “Cell Phone” which can be mapped to “Mobile Number” and so on until all proper fields are mapped. 

• New User: The new users you’re creating from the import

• Myself: “You” aka the admin user you’re logging into while creating the new users

• Specific User: Select a user from the drop down you’d like to send it to

• Select “Off” next to “Send Temporary Password Email” if you’d like to skip this entirely.

• If selected, the user will automatically receive an email with a link to the login page, their username, and a temporary password. Please note: The temporary password will expire in accordance with the security protocol. 

Once this is done, click on the top right arrow to go to the next step.

7) User Groups: Select “Add” to add the users in your import to their respective user group(s). This will give them the proper permissions they need in the platform. Click the top right arrow to go to the next step.

8) Organization: If these are partner users who all belong to the same organization, select “Add” next to their organization.

If this is not a partner user list, or they belong to different organizations, skip this step by clicking on the top right next arrow.

A new enhancement has been introduced to the Import Users feature that allows administrators to dynamically map organizations while bulk uploading users. This improvement streamlines the user onboarding process by enabling automatic organization assignment and creation during import, reducing manual setup effort and ensuring data consistency.

Key Highlights

• During the user import process, a new Organization Mapping step is available, providing flexible options for associating users with organizations.

• This step includes a toggle with two options:

• Selected Organization Static (default)

• By Field Dynamic

• • Selected Organization Static

•  Allows you to select a single organization from the available list.

• All users in the uploaded file will be added to the selected organization.

• Ideal for bulk imports where all users belong to the same organization.

• By Field Dynamic

• Allows you to map an organization field from the import file to dynamically assign users.

• The system will automatically create new organizations (if they do not exist) and assign users to their respective organizations based on the mapped field value.

• Particularly useful for importing users across multiple organizations in a single upload operation.

How It Works

When selecting the By Field Dynamic option:

• Include an organization identifier column in your import file (e.g., Organization Name or Organization ID).

• Map this column to the organization field during the import configuration process.

• The system automatically checks if each organization exists in the platform.

• New organizations are automatically created for any that do not already exist.

• Users are assigned to their corresponding organizations based on the mapped field value.

Benefits

• Simplifies bulk user onboarding with flexible organization assignment options.

• Reduces manual effort by automatically creating and mapping organizations during the import process.

• Supports both single-organization and multi-organization user uploads in a single import operation.

• Eliminates the need to pre-create organizations before importing users.

• Ensures data consistency by automatically associating users with the correct organizations.

Conclusion

The enhanced Import Users feature with dynamic organization mapping significantly improves the user onboarding workflow by providing administrators with flexible options for associating users with organizations. Whether importing users to a single organization or distributing them across multiple organizations, this feature streamlines the process, reduces manual configuration, and maintains accurate organizational structure throughout the import operation.

9) Assign as Manager: If the users in your import are channel managers that need to be assigned to an organization group as a manager, select “add” on the group(s) they should manage. All the users in the import will be assigned to the groups selected. If not, skip this step.

10) Click on “finish” to complete the import.