Bulk import and update users with a CSV file

Create multiple users or update existing ones by uploading a CSV file into Showpad. Most user management systems, including HR platforms like Workday, let you export user data as a CSV file, so you can import that data into Showpad without adding users one by one.

After uploading new users or user updates, you'll receive an email confirmation listing the users who were successfully imported or updated and those who weren't.

Note: We support CSV files in UTF-8 encoding.

See how it looks

Key features

• Bulk create Showpad users with a CSV file
• Bulk update existing users' details, roles, or groups with a CSV file
• Use our templates at the bottom of this article

You need this to succeed

The quick way

To create users:

1. Export your CSV user list from another management system
2. Properly format your CSV file
3. Navigate to Users
4. Select Add and choose Import CSV file

To update users:

1. Export your existing users from Showpad
2. Adjust the exported CSV to match the import template
3. Edit the rows and columns for the users you want to update
4. Set the action column to update
5. Navigate to Users and select Add, then Import CSV file

Do this step by step

Use the steps below to create new users or update existing ones. Both use the same CSV template and the same import screen, so review the Column Reference table before you start either workflow.

Create users

1. In the Admin App, click Users in the top menu.
2. Click Add, then select Import CSV file.

3. If you'd like to use the Showpad template, click the link at the bottom of this article to download the example file that matches your Showpad plan (legacy or eOS). This will help you understand how to format your file correctly. Click Continue to go to the import screen.

   Note: The header row must include all the column names. When using commas in a field, add quotes so the system detects it as one field.

4. See the Column Reference table for a breakdown of the columns in the CSV.

   Note: The CSV file should not contain more than 1000 rows of data (users).

5. Once ready, drag and drop your formatted CSV file or click Browse to find and upload it.
6. Click Import.
7. A prompt will notify you that the file has been queued for processing. You can use the shortcut buttons to Upload New CSV or Go to Users Tab.
8. Once the file has been processed, you'll receive an email with a user import summary, including any successful or failed imports. Follow the instructions in the email to resolve any issues.

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Update users

Use this workflow to bulk-edit existing users, for example when your HR system is the source of truth for roles or group assignments. Start by exporting the current list in Showpad to avoid overwriting user details you don’t want to change.

1. In the Admin App, click Users in the top menu.
2. You can narrow the export by using the filters at the top of the user list.
3. Click the three dot menu at the bottom of the user list and select Export CSV.
4. Download the import CSV template for your plan from the bottom of this article.
5. Adjust the exported CSV so its columns match the import template:
   • Remove the columns:
     • created at
     • last login at
     • last content update
     • onboarding status
     • promoted in divisions
     • managed groups
   • Add the columns:
     • action
     • password
     • reset password at first login
   • For current pricing plans, ensure this column is included:
     • license type
   • For legacy pricing plans, ensure these columns are included:
     • content license type
     • coach license type

6. Update user details per row. If the new data is coming from a third source, match each row to the corresponding user by email address or external ID, then bring over the updated values (role, groups, direct manager email, and so on) into your adjusted CSV.

   Note:
   The update action overwrites fields. Any value you enter in a column replaces the existing value for that user, so the CSV needs to carry each user's full, current data, not just the fields that changed. 
   
   Example: The groups column replaces a user's entire group list. It doesn't add to it. Include every group the user should belong to, both existing and new, or the update will remove them from any group left out. 
   
   Columns left blank will also overwrite existing values. The password columns are an exception: leaving them blank won't clear a password or force a reset. Columns removed entirely from the exported CSV won't affect existing data.

7. In the action column, enter update for every row you want to update.
8. When ready, upload the file: in the Users library, click Add, then select Import CSV file.
9. Once the file has been processed, you'll receive an email with an update summary, including any successful or failed rows. Follow the instructions in the email to resolve any issues.

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Column Reference

Example user list CSV files by pricing plan