Bulk User Import

Compliance Manager allows for the bulk importing of multiple users, at one time. This process can also be used to update user profiles, and archive users who are no longer with your organization. This article will guide you through the process of creating and importing your bulk user import file.

This article will be broken down into the following sections:

• Upload the Bulk User Import File
• Bulk User Import Results
• Common Invalid Errors and How to Resolve Them

Upload the Bulk User Import File

1. Download and review the CM Employee Import Reference Guide.pdf, as it will be helpful to ensure your data meets all field formatting requirements and data parameter guidelines.
2. Navigate to the 'Admin' section of Compliance Manager.
   
3. On the Admin Overview page, hover your mouse over the Actions Menu icon (+) near the upper right corner.
   
4. From within the Actions Menu, click the Bulk Upload Users card.
   
5. In the Bulk Upload side panel, click on 'Compliance Manager User XLSX' file to download it to your computer. Fill out all required, and any optional information. Required fields are noted by an asterisk (*) in the column header. See also the CM Employee Import Reference Guide - 2024 (updated 10.16.2024), for detailed information on what can be included in which fields.
   
   **IMPORTANT NOTE** Do not change the column headers within the Excel sheet, and do not include multiple sheets in the file. Doing either of these things will corrupt the file and the upload will not work.
6. Attach the updated file to the Bulk Upload panel by dragging and dropping the file into the Upload Files section, or click on the Upload Files section, to search for and select the file on your computer.
   
7. Once your file is showing attached in the panel, click the Upload Users button. You can then click Exit to return the the Bulk User Import Files page, to await the results as the file processes in the background.
   

Bulk User Import Results

Upload results will be stored in the 'Bulk User Import Files' page. Here you can view total number of users uploaded, number of new users added, number of users updated and if there were any invalid rows of data Keep in mind, an error in any row, will cause that entire row of data, not to be updated.

To download a list of any of these reports, click the number appearing in blue font below each of the related headings. 

Common Invalid Errors and How to Resolve Them

Sometimes there are errors in the import data that may need to be resolved manually by updating the user profile, or by correcting the data in the import, and uploading again. Click the Invalid report in blue (example image above), to download and review. Errors are listed in the furthest column to the right, labeled ImportErrors.

Common Errors:

• Error: There is no client with client id: "XXXX"
  This error refers to the alphanumeric ID of the Location the user row is being added to/created at. There is no Location in your database with the Client ID listed in that row. There are a few ways to resolve this.
  1. Correct the Client ID within the original import sheet and upload again. To get the correct Client ID for any location in your database, Navigate to Admin>Locations page.
  2. If the Location does not exist in your database, you can Add a Location, with the Client ID listed in the spreadsheet. After adding the location, proceed to uploading the user import file again.
  3. Update the Location in the database, to reflect the Client ID listed in the spreadsheet. See Manage Location for detailed instructions.
     Note: If there are other users in the import sheet with the Client ID already listed in the database, and that ID is then changed, it will cause errors with those other users as well. One Client ID will need to be chosen and used, to represent that location. The import sheet will need to reflect the one, correct Client ID for those user rows.
• Error: Employee Number has already been taken
  Within Compliance Manager, both the Email and the Employee Number, serve as "sources of truth" for each user, and cannot be updated via the import. This error means either the Email or the Employee Number, may not match what is already in the system, for that user row. To resolve this you will need to find where either the Email or Employee Number is listed in another user profile and change them. Once the changes are made, proceed to uploading the import again.
• Error: '' is not a valid email address
  This error means the Email address field for this row, has been left blank. The blank is indicated by no data between the single quotes. To resolve this, add the Email for the user, into the original import sheet and upload again. The same error will also come up if the data in this field, does not follow typical email formatting. For example: 'testbademail.com' is not a valid email address.
• Error: Memberships can't be blank
  This error can mean two things.
  1. Our system does not recognize the data in the Client ID column. This can often be a formatting issue from where the data originated from. To resolve this, edit the original import sheet and format the Client ID column as Text. Proceed to upload the import again
  2. You may also see this error if the columns of the import spreadsheet, do not match the correct order. To resolve this, download a fresh import sheet from Admin>Bulk User Import Files>+ (Actions Menu)>Compliance Manager User XLSX, then copy and paste the data from each column, into the fresh import sheet and upload again.
• Error: You can't add an administrator to a sub-location
  This error is exclusive to Administrator users, as their profile can only be linked to the main or global location (represented by a blue globe icon on the Locations page). This means the Client ID listed in the import sheet, is for a sub-location within your Compliance Manager database. To resolve this, you will need to update the import sheet to reflect the Client ID for the global location.
• Error: Phone number should have format (xxx)xxx-xxxx or xxxxxxxxxx
  This error means the phone number does not match the format listed. Some causes are:
  1. There are too many or too few numeric digits included in the field. This field requires 10 numerical digits (not including parentheses or dashes).
  2. Characters other than numbers, parentheses, or dashes, are not allowed and will cause this error.
• Error: Date Field Errors - For example: Date of Birth is not a valid date
  The format for all date fields is MM/DD/YYYY. To resolve date field errors, update the import sheet to follow this format and upload again. Refer to the CM Employee Import Reference Guide.pdf to ensure all data meets field formatting and data parameter guidelines.