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User Import

Prerequisites
  • Account Admin or Multi-Account (admin role) access
  • A properly formatted CSV file (see CSV Format below)

Overview​

The User Import page enables bulk user provisioning through CSV file uploads. Instead of inviting users one by one, administrators can import hundreds or thousands of users in a single operation. The system uses a step-by-step wizard that guides you through file upload, optional access configuration, data validation, and final submission.

Key Capabilities:

  • CSV-based bulk import — Process up to 3,000 users per file
  • Step-by-step wizard — Guided workflow with 3–5 steps depending on configuration
  • Optional access rights — Assign resources and validity periods during import
  • Optional user group assignment — Add all imported users to a user group automatically
  • Import history — Track all past import operations with status and details
  • Automatic invitations — System generates email invitations for all imported users

User Import Overview User Import page showing the import wizard and previous imports history table

To access User Import:

  1. Expand "Users" in the left sidebar menu
  2. Click "User import" from the submenu

Features​

CSV Format​

The Information tab (ℹ️) in the wizard provides the required CSV structure. Your file must follow this column order:

lastName,firstName,email,additionalInfo,organisation,cardId,resourceId,validFrom,validTo

User Import Info Tab Information tab showing CSV format requirements and column descriptions

Column descriptions: lastName, firstName, email (used as username and for invitation delivery), additionalInfo (optional notes), organisation (optional affiliation), cardId (optional NFC card ID), resourceId (optional resource assignment), validFrom and validTo (access validity dates in ISO 8601 format).

Date format example: 2025-09-12T00:00:00+02:00 — where +02:00 is the timezone offset from UTC.

Sample CSV Data Example CSV data with proper formatting

CSV File Requirements
  • Maximum 3,000 rows per import file
  • Column headers must match the exact order shown above
  • Use double quotes around fields containing commas, periods, or semicolons
  • Validity dates must use ISO 8601 format with timezone
  • Only CSV format is accepted
External CSV Resources

Need help creating CSV files? See the Microsoft Excel CSV Guide or Google Sheets CSV Guide. These are external resources not provided by Bitwards.

Import Wizard​

Click "Import users" to start the wizard. The process has 3–5 steps depending on your configuration choices.

Step 1: Choose Import File​

Upload your CSV file using drag-and-drop or the file browser. After uploading, the filename is displayed with a delete option if you need to re-upload.

File Upload Interface File upload drop zone for CSV file selection

File Upload Confirmation Upload confirmation showing filename with delete and confirm options

Click "Confirm" to proceed to the next step.

Step 2: User Import Details​

This step provides two optional toggles and a note field:

User Import Details Base Import details configuration with optional toggles

  • Grant access rights during user import — Adds two extra steps: Choose Resources and Add Valid Time
  • Add user group during user import — Adds one extra step: Choose User Group
  • Import Note — Optional text for tracking purposes (visible in import history)

User Import Access Rights Enabled Access rights toggle enabled, showing additional wizard steps (Choose Resources, Add Valid Time)

User Import User Group Enabled User group toggle enabled, showing additional Choose User Group step

Choose One Option

The access rights and user group toggles are mutually exclusive — only one can be enabled at a time. If you need both, assign user group membership first, then configure access rights on the group through the User Groups page.

Step 3+: Confirm Data​

The final step displays a validation table of all imported user data for review before submission.

Validated Users Table Validated users table showing imported data ready for review

The validation table supports sorting, searching, and pagination for verifying large data sets. If the file contains rows that are not accepted by the system, they appear separately and can be edited.

User Import Submit Confirmation Confirm data tab with Submit button — import is not complete until Submit is clicked

Click Submit to Complete

The import is not executed until you click the blue "Submit" button. Simply viewing the validated data does not create users or send invitations. Once submitted, the import cannot be modified or cancelled.

Previous User Imports​

The import history table below the wizard tracks all past operations.

Previous User Imports Table Import history table showing past operations with status tracking

Table Columns:

  • Creation Date (sortable) — When the import was initiated
  • Status — Processing status: Finished, Processing, or Failed
  • File Name (sortable) — Name of the uploaded CSV file
  • Uploaded By (sortable) — Email of the administrator who ran the import
  • Amount of Users (sortable) — Number of users processed

After a successful import, a detailed report is available showing the imported users and any access rights assigned during the process.

  • Users — View and manage all users, including monitoring registration status of imported users
  • User Groups — Group-based access management for imported users
  • User Invitations — Individual user invitation workflow
  • Resources — Resource access rights management
  • Resource Groups — Group resources for bulk access assignment
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