Bulk Account Management

Overview

Workplace supports management of user accounts in bulk via Comma Separated Values (CSV) or Excel files. Whether you're provisioning the first users to your instance, adding a new department or manager, or if you need to deactivate some users within your instance, you can use Bulk Management to streamline the process.

If your company uses a supported identity provider, you should look at using Automatic Account Management to provision and deactivate accounts on your behalf when employees join and leave your company. This approach is preferable, since it's important to make sure that accounts are deactivated when people leave your company. Read more about deactivating in Account Management.

Workplace supports two bulk operations via CSV or Excel files:

  1. Bulk Provisioning: Create multiple accounts with details uploaded from a CSV file or an Excel spreadsheet.
  2. Bulk Deactivation: Deactivate multiple accounts from a CSV file.

Provisioning in Bulk

Upon each bulk upload you will be prompted to decide if you would like to invite the accounts right away or later. If you select later, the accounts will be created in an uninvited state and will need to be invited at a later point. Read more in Invite Process.

Instead of provisioning employee accounts one-by-one, you can upload a CSV or Excel file that contains information about each employee.

Creating Accounts

In order to upload a valid CSV file or Excel spreadsheet to create accounts in bulk, follow these steps:

  1. From the Admin Panel, open the Setup - Import People page, click on the Upload Excel or CSV file and upload the CSV or Excel file.
    Alternatively, this page can also be accessed through the People page by clicking on the Add Person button and selecting the Add Multiple People link.
  2. In the dialog box, click the Add multiple people link to be guided to the Import People page.
  3. Click on the Upload Excel or CSV file button and upload the CSV or Excel file.
  4. Clicking on the Download Template button will download a CSV template. This document can be opened in Excel and saved as an .xls or .xlsx file in case you prefer to work with Excel.
  5. Once the CSV file or Excel spreadsheet has been uploaded, you will be presented with a confirmation screen that will list any errors from the CSV or Excel file. The first column will display the results for each row:
    • If the first column is empty then an account will be created for that employee.
    • A checkmark will denote that the employee's account already exists.
    • An error triangle will denote an issue with that row. Hover over the icon to display the error message(s).
    • You can download the information from the preview by clicking the Export Preview button.
  6. Once the preview details have been confirmed you can create the new accounts by clicking the Create Accounts button. The accounts will then be gradually created.

Until accounts are deactivated, employees will still receive emails and push notifications. See Bulk Deactivate for instructions on how to deactivate accounts.

Verifying Account Creation

To confirm that all accounts were created successfully, you can re-upload the CSV file or Excel spreadsheet by following the steps above, and verify that all rows have the checkmark in the first column, then press Cancel to skip attempting to create the accounts again.

CSV File / Excel Format

The table below explains the required and optional field values that can be imported:

FieldDescriptionTypeRequired
Email

The work email address for the employee. The value of this field needs to be unique for each employee.

Text

Yes

First Name

The last name of the employee.

Text

Yes

Last Name

The last name of the employee.

Text

Yes

Job Title

The employee's job title.

Text

No

Department

The department where the employee works.

Text

No

Phone Number

The employee's work phone number. Each phone number must be a valid international number including country code (ex: +1 232 823 2233).

Text

No

Location

The office location of where the employee works.

Text

No

Locale

The abbreviation for the default language that should be set for this employee. If not specified, their default language will be set to English (USA) (en_US). You can find full list of valid abbreviations at Facebook Locales.

Text

No

Manager Email

The email address of the employee's direct manager.

Text

No

Troubleshooting CSV Uploads

If you are having trouble uploading the CSV file, it may be due to one of these common issues:

Not CSV Format

All files must be in valid CSV format (file extension .csv). Other file types and formats are not accepted.

Not UTF-8 Encoded

All files must be encoded in UTF-8 character encoding.

Values Contain Commas

If a value contains a comma, the whole value must be escaped by using double quotes (e.g. "value_with_comma"). For example London, England should be stored in the CSV as "London, England".

Duplicates

Duplicate employee records will cause errors in the CSV validation.

Incorrect Capitalization

Incorrect capitalization will not normally lead to an error, but names, locations, and other fields will be stored with the same capitalization as in the CSV file.

Invalid Phone Number

Phone numbers should be in the format [country code] + [area code] + [phone number] (e.g. +1 800 555 0150).

Invalid Locale

The locale should be one of the valid abbreviations listed in Facebook Locales.

Deactivating In Bulk

As an alternative to deactivating employees one-by-one, you can deactivate multiple accounts in bulk by uploading a CSV file that contains the email address for each account that you want to deactivate.

Deactivate Accounts

In order to upload a valid CSV file and deactivate accounts in bulk, follow these steps:

  1. From the Admin Panel, open the People tab to see a list of all employee accounts.
  2. Click the drop-down button and select Deactivate multiple employees.
  3. You will be presented with a prompt to upload a CSV file. The file should contain a single column containing the email address for each employee to be deactivated on separate rows.

Once the CSV file has been uploaded you will be presented with a confirmation screen that will list any errors from the CSV. The first column will display the results for each row:

  • A checkmark will denote that the employee's account has already been deactivated .
  • An error triangle will denote an issue with that row. Hover over the icon to display the error message.
  • If the first column is empty then that employee's account will be deactivated.

You can download the information from the preview by clicking the Export Preview button.

Once the preview details have been confirmed, you can deactivate the selected accounts by clicking the Deactivate Accounts button. The accounts will then become deactivated.

When you deactivate accounts in bulk, there might be a delay depending on the amount of users that are deactivated.

Verify Accounts Deactivated

To confirm that all accounts were deactivated successfully, re-upload the CSV file and verify that all rows have the checkmark in the first column of their row.

Troubleshooting Deactivation

If you are having trouble uploading the deactivation list CSV file it may be due to one of these common issues:

Not CSV Format

All files must be in valid CSV format (file extension .csv). Other file types and formats are not accepted.

Not UTF-8 Encoded

All files must be encoded in UTF-8 character encoding.

Invalid Email Address

The email address listed does not match an account in Workplace.

Duplicate Email Address

Each email address should only be listed once in the CSV file.