Overview
This article guides you through the process of adding a new user to AppicalNow using the CSV import method. We have currently three options available and they are:
Upload CSV file
This method enables bulk user import by uploading a CSV file containing user data. It’s the most efficient way to invite and organize large groups of users, while also assigning them to specific roles, groups, and courses automatically.
Where to find the '+ add users' button?
Open the User Management section from the main menu.
At the top left of the screen, click on '+ Add Users' button to begin the process.
Steps
Here you can find the step-by-step guide to adding users via CSV Import.
→ Prepare your user data file
Before you begin, ensure your Excel (or Google Spreadsheet/Numbers) file follows the specific format:
Column A: First name
Column B: Family name
Column C: Email
Column D: User's first day (yyyy-mm-dd)
Column E: User's last day (specific date or number of days until deactivation)
Column F: Group IDs (if applicable)
Column G, H, I: Contextual tags (if applicable)
Tip: You can either create your own file, download a sample file by navigating to User Management > Add Users > CSV Import or downloading the file below:
Note: Please do not remove any columns to ensure the file functions correctly.
Assigning Group IDs (If applicable)
Each group in the system is assigned a Group ID, which can be found below the group name in the group overview.
For more detailed steps on finding Group IDs, check out the article: How to create and manage a group.
Got more than one group?
To assign users to multiple groups, separate the Group IDs using a semicolon ( ; ).
Filling in Contextual Content Tags
Contextual tags allow new hires to view only the content that’s relevant to them, such as specific content for their country, office, or job profile. This creates a tailored onboarding experience, while keeping the process scalable.
For more guidance on adding or editing tags in your course, refer to the article: How to add contextual tags to stories & chapters.
Got more than one tag?
To assign users to multiple contextual content tags, separate multiple tags using a semicolon ( ; ).
Saving your CSV file:
After entering all the necessary data, save your file as a CSV (Comma-Separated Values) file.
In Excel: Click Save As and select CSV.
In Google Sheets: Click Download As and select CSV.
In Numbers: Choose Export To and select CSV.
Once saved, your CSV file is ready for import!
→ Add CSV file and User Role
Choose the role that you want to assign to the new user.
Options are: Viewer, Editor, Manager, Admin or User Manager.
Note: You can find more information on the different kinds of roles in the article: Roles within Appical.
→ Add Upload Settings
Groups and Forms (if applicable)
If applicable, you can select the groups and forms to link the users to. If you have already specified them in the CSV file, you can skip this step.
Schedule Invitations
You can select a specific date and time for the email to be sent. If the selected date or time is in the past, the email will be sent immediately.
*If you select a date and/or time in the past, it will send the invite right away.
Note: All times are in CEST. Use the CEST Converter Website to calculate the time in your region.
Do you want to let users choose their groups or first day?
You can select options below the invitation date that allow users to pick their own groups and choose their start date.
Select Course(s) and Tags
Select the course(s) that you want to assign to the users.
It's possible to select the tags you want the users to redirected to. If you've already specified them in the CSV file, you can skip this step.
CSV Import Template