Excel/CSV Upload – Beekeeper Help Center

The below video will show you how to:

Prepare your profile fields and groups ahead of the upload
Download the template and create your excel/csv file
Import the file and map columns to profile fields and groups
Correct import errors

Take a look here for more options for automating user management,

The first two steps outlined below are essential to ensure a smooth upload process:

Define all your required Profile Fields by following the steps outlined in this article
Set up the Groups you need, using the instructions in this article

Once you have completed the steps above, here's how to create new users with an Excel/CSV file:

Step 1: Download the template

From the Dashboard, select the “Users & Groups” tab
Select the "Users" subtab
Click on "Export" to download the user template

Step 2: Complete the template

Delete any columns with black headers as these will not be used for the import
Complete the template by adding your users
Put an 'a' or 'm' in the columns of Groups/Locations they should be part of
1. 'a' = The user will be made member and admin of the group/location.
2. 'm' = The user will be made member of the group/location. If they had admin rights, they will be revoked.
3. 'x' (Legacy) = The user will be made member of the group/location. If they had admin rights, those will remain unchanged.
4. ' ' (empty) = The user will be removed from the group/location
Save the file

Please note:
- please do not use any special characters when giving the name to the template, apostrophe (') and quotation marks (" ") included. This will render the file to be rejected by the system.

- if you download the Excel file and add new ID numbers to existing users and then re-upload the Excel file, the users will be duplicated
- for the Gender drop-down menu, field in the Excel file there are limitations for the allowed values (regardless of what you can see in the downloaded Excel template):

a) for female: 'female', 'f', 'w', 1, '1'

b) for male:'male', 'm', 0, '0'.
This is true for the instant update (i.e. the update without mapping columns with Beekeeper profile fields stage).

Step 3: Upload the Excel/CSV file

Select the “Imports” subtab
In the top right corner, click the “New Import / Update” button
Scroll to the bottom of the page and select “Upload Excel or CSV file”
Select your file and click “Open”
Match all columns in your file with the corresponding profile fields in Beekeeper
Scroll down and assign the users to the correct groups
Click “Next”
On the next page you will see a summary of your import with some sample users
Scroll to the bottom of the page and select either “No, I will inform them myself” or “Yes, send login instructions via email and SMS to new users”
Click “Import Now”

Once you have uploaded your users to Beekeeper, you'll be able to download a report detailing the users that have been successfully imported. This report will be available for up to 30 days after the date of your upload.

The system will automatically add, update or suspend users during the import. For more detailed information click the “New Import / Update” button in the “Imports” subtab under the “Users & Groups” tab.

If the system had problems importing the data, parts of the status bar will appear red. Click on report.csv to download a file where the problematic fields will be mentioned. Correct your initial file and upload it again. Users that are already in the system will not be created again. If some of their details got changed in the Excel or CSV file, it will update those fields during the import.

File format

The best way to ensure your file format is correct is to pre-define all your required profile fields and groups as described above, download the user template and use it to populate with your user data.

Below you'll find some further useful information about the file format:

Review your fields as described below:

Language

Here are the language codes that can be used:

English - en
Bosnian - bs
Czech - cs
German - de
Spanish - es
French - fr
Hungarian - hu
Italian - it
Japanese - ja
Korean (South Korea) - ko-kr
Dutch - nl
Polish - pl
Portuguese - pt
Portuguese (Brazil) - pt-br
Romanian - ro
Russian - ru
Swedish - sv
Thai - th
Turkish - tr
Chinese (Simplified, China) - zh-cn
Chinese (Traditional, Taiwan) - zh-tw

Username

Please note that the username is automatically generated, if not submitted in the import. It will not be created/saved if the user's first, middle and last names exceed 32 characters (including spaces).
firstname_lastname or a unique employee ID are most commonly used as usernames
Accepted characters are lower case letters from the Latin alphabet (a-z), numbers (0-9) and the underscore sign (_)
Replace special characters like ä, ö, ü, é, è, à, ô, ê, â, -, '
Don't use full stops
Delete spaces
Capital letters are not recommended as using them in the username field may cause the import to fail when using older versions of Excel.

ID

The id can be any unique identifier assigned to employees in your organization, e.g. an employee number, a SAP-ID, or a social security number. Think of the id as providing a link to your other systems - from as large as your human resources SAP system to as small as an Excel document. Users will never be able to change their id, so it is a safe way for you to later bulk update existing users using this id.

Mobile number

Each number must be a mobile number, no land lines allowed
Each number must be written in the international format (CH +41 44 555 1212, DE +49 30 555 1212, US +1 415 555 1212)
Check if each number is the same length, shorter or longer numbers could indicate that they're invalid

Email address

Remember that the email needs to be unique for a single user in the app. Using the same email address for another user will produce an error. The email address provided for a user cannot be a shared address (eg. team email address) as it is used for authentication purposes in the app. If you need to add also a shared email address for a user, please create a new profile field for it.

Groups

You can assign users directly to a group while uploading them. To do that, you first need to add these groups in the system. Follow this link to see how to create a group. Copy the name of your created group and paste it at the top of the column. You can then assign a user to a group by adding an “x” for each user under the corresponding column. There is no limit to how many groups a user can be a member of.

Profile field type: drop-down

Please note that extra care needs to be given to profile fields with the type drop-down. The admin needs to make sure that in the provided import file the values for any such field are an exact match with the entered drop-down options in Beekeeper. If there is a mismatch, you will encounter an error.

A note about placeholders

Placeholders are used to identify profile fields independent of language. For example, 'Username' in English becomes 'Benutzername' in German. In order to automatically match this field during an import, we use the placeholder value, 'username' (note that it is in lowercase).

Your import file should use these placeholder values, instead of the profile field names. This contrasts with group names, which do not change with language, and so must match exactly with the group name in the admin dashboard.

Users & Groups