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Bulk Import and Export Users

This article describes the steps required to create and edit users and their permissions in bulk via an import/export process.

Pillar 1: Restore Visibility  Restore Visibility

  Estimated Read Time: 8 Minutes

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Note: Users require the Global Administrator role with the Users additional permission to create and edit other users. See User Role and Permission Definitions for further information.

Rather than adding or updating user accounts one by one, bulk import allows you to manage this data at scale using a spreadsheet. Once your file has been uploaded, you can review and edit the data directly within the import screen, correcting errors, updating values, and removing rows without having to amend your file and restart the process. Watch the video below for a demonstration: 

 

When updating existing users, it's recommended to export your data first. This ensures each row includes the user's Gatekeeper ID, which is required to match records correctly rather than create duplicates.

Note: Although it's recommended to bulk import using the provided template or a Gatekeeper export, this is not mandatory. Gatekeeper will automatically suggest matches for your column headers on import, so any file with mappable headers can be used.

Create New Users in Bulk

To add users via bulk import: 

  1. From the navigation menu, expand Settings, then click Users.
  2. Click Add, then select Bulk Import Users.
  3. Click Excel template or CSV template to download a blank version of the import template.
    bulk import risk (download template)
  4. Populate the file with the relevant data, ensuring all mandatory fields are completed. Refer to the Field Mapping Guide tab for detailed instructions and guidance specific to your tenant configuration.
  5. Return to Gatekeeper and drag and drop the file into the upload area, or click Select file to locate it on your device.
    Select file
  6. If you have uploaded a file with multiple sheets, select the checkbox for the relevant sheet, then click Continue. Files with only one sheet will skip this step automatically.
    sheet selection users
  7. Confirm the row in your spreadsheet that contains the column headers by selecting it, then click Continue.
    header selection users
  8. Gatekeeper will automatically suggest matches for your spreadsheet columns and values to the corresponding fields and values in your tenant. Review the suggested matches and update any using the dropdown lists as required.
    column match users
  9. Click the cross icon for any data you do not wish to import, then once finished, click Confirm.
    remove row data users
  10. Review the data before importing. Any errors will be highlighted. To amend the data:
    • Click Find Error to navigate to the affected cell, or use the toggle to view only rows with errors.
    • Hover over a highlighted cell to view an error message.
    • Correct errors in-line, or use Find and Replace to correct multiple errors at once.
    • To remove a row from the import, select the row and click Delete.
  11. Once all errors have been resolved and the data is ready, click Complete import.
    users complete import
  12. Click Import rows to finalise the import.

Note: To import successfully, either the Predefined Access Group or Custom Access Groups field must be populated.

Bulk Update Existing Users

To edit existing users via bulk import, it's recommended to first export the current data from Gatekeeper. This ensures each row includes the Gatekeeper ID, which is required to update existing records rather than create new ones. To do this:

  1. From the navigation menu, expand Settings, then click Users.
  2. Click Export, then select the relevant export option.
    1. CSV | All Pages: The entire user list, regardless of the page you are viewing.
    2. CSV | Current Page: Only users within the current page that you are viewing.
    3. CSV | This View | All Data: The entire user list, with any filters and additional columns applied.
    4. CSV | This View | Current Page: Only users within the current page, with any filters and additional columns applied.
  3. Amend the relevant rows in the exported file. Do not edit the Gatekeeper ID column, as this is used to match each row to its existing record.
  4. Return to the Users list in Gatekeeper.
  5. Click Add, then select Bulk Import - Users.
  6. Drag and drop the file into the upload area, or click Select file to locate it on your device.
    Select file
  7. If you have uploaded a file with multiple sheets, select the checkbox for the relevant sheet, then click Continue. Files with only one sheet will skip this step automatically.
    sheet selection users
  8. Confirm the row in your spreadsheet that contains the column headers by selecting it, then click Continue.
    header selection users
  9. Gatekeeper will automatically suggest matches for your spreadsheet columns and values to the corresponding fields and values in your tenant. Review the suggested matches and update any using the dropdown lists as required.
    column match users
  10. Click the cross icon for any data you do not wish to import, then once finished, click Confirm.
    remove row data users
  11. Review the data before importing. Any errors will be highlighted. To amend the data:
    • Click Find Error to navigate to the affected cell, or use the toggle to view only rows with errors.
    • Hover over a highlighted cell to view an error message.
    • Correct errors in-line, or use Find and Replace to correct multiple errors at once.
    • To remove a row from the import, select the row and click Delete.
  12. Once all errors have been resolved and the data is ready, click Complete import.
    users complete import
  13. Click Import rows to finalise the import.

    Note:

    • It is not possible to revoke user access in bulk. This needs to be performed on a user-by-user basis. See Dealing with Leavers and Movers for further information.

    • To import successfully, either the Predefined Access Group or Custom Access Groups field must be populated.
    • When populating the Invite into Gatekeeper? column, be aware of the status of your users, as a user with a status of Revoked will be re-invited to Gatekeeper.

    FAQs

    What file types are accepted for bulk import?

    Gatekeeper accepts .xlsx and .csv files. .xls files are not supported; if your file is in the older Excel format, save it as .xlsx before importing.

    Is there a limit to how many rows I can include in an import file?

    Gatekeeper supports a maximum of 5,000 rows per import file. Files with more than 100 rows or 100 columns will run as a background job rather than processing immediately. Note that the larger the file, the longer this may take.

    My import keeps failing. What should I check?
    • Duplicate email addresses: Check that no email address appears more than once in your file. Remove any duplicate rows.
    • Email already in use by a vendor user: If an email address in your file is already registered as a vendor user in Gatekeeper, the import may return an error. Amend the email or remove the row.
    • Incorrect values in optional fields: Leaving optional fields with an incorrect value (for example, entering No rather than leaving the field blank) can cause errors. Check the following:
      • Custom Access Groups: enter the name of an existing RBAC access group, or leave blank if not applicable.
      • Dashboards and Default Dashboard: enter a dashboard name, or leave blank.
    • Missing access group: It is mandatory for the user to have a predefined access group (i.e. a role and permission) or a custom access group assigned. Ensure every row contains a valid value, such as Global Administrator or Own Team Collaborator.
    How can I fix an encoding error?

    This error generally occurs when the uploaded file isn't in a UTF-8 format.

    If you have access to Google Sheets
    1. Create a new Google Sheets document.
    2. Import your CSV file.
    3. Click File, then select Download As, and Comma-Separated Values to save the file to your device.

    This downloads the file in UTF-8 encoding.

    If you have access to Excel
    1. Open and alter the import template in Excel.
    2. Save it as a CSV file.
    3. Open the CSV file in Notepad.
    4. Click Save As, then remove the .csv at the end of the filename, and select UTF-8 as the encoding type.
    5. Find the saved file and alter the .txt at the end of the filename to .csv.
    6. Click OK on the warning about changing the file type.
    7. Import the new file into Gatekeeper.
    What happens if I import a file without the Gatekeeper ID column when updating existing records?

    Gatekeeper will treat each row as a new user account rather than an update to an existing one. This can result in duplicate records. Always include the Gatekeeper ID column when updating existing data.

    Can I import custom data fields, or is bulk import limited to standard user fields?

    Bulk import supports both standard and custom data fields. The Field Mapping Guide tab in Gatekeeper is dynamic, so it reflects your tenant's current configuration. For example, if you've added a new custom dropdown field, it will appear in the table along with its valid dropdown options.

    Can I undo a bulk import after it's been completed?

    No. Once a bulk import has been finalised, the changes cannot be rolled back automatically. It's recommended to export your data before making bulk updates so you have a backup to refer to if needed.