Help Center › Bulk Create Profiles from Excel or CSV

Overview

You can create many profiles at once by uploading a CSV file. Prepare your data in Excel (or any spreadsheet), save as CSV, then upload. The system validates each row, creates profiles, and can send invitation emails. Ideal for onboarding whole teams.

Who Can Use This

  • Company admins — Can bulk upload for the whole organisation.
  • Department admins — May have access depending on your setup.

The option appears as Upload CSV in the Add Profile dropdown on the Profiles page.

How to Access

  • Go to Profiles (from the sidebar).
  • Click the Add Profile dropdown (split button).
  • Select Upload CSV.

    • The Bulk Upload modal opens with a 5-step flow.

    Step-by-Step

    Step 1: Download a Template

    Choose a template that matches your needs:

    Quick Template — Minimal fields for fast setup.

    • Columns: email, full_name, job_title, phone, send_invitation, team, link_1_title, link_1_url, link_2_title, link_2_url, link_3_title, link_3_url
    • Required: email, full_name, send_invitation
    • Note: full_name is auto-split into first and last name. Uses Classic theme.

    Full Template — All profile fields (when available).

    • Columns: work_email, first_name, last_name, send_invitation, team, job_title, headline, middle_name, prefix, suffix, pronoun, preferred, mobile, work_phone, personal_phone, personal_email, country, street_address, city, postcode, work_website, personal_website, image_profile_url, image_hero_url, template_name, plus up to 3 links
    • Required: work_email, first_name, last_name, send_invitation
    • Themes: Classic, Links, Icons, Auto vCard Download, URL Redirect

    Click Download Quick Template or Download Full Template to get a CSV file with example rows.

    Step 2: Fill the Template

  • Open the CSV in Excel, Google Sheets, or any spreadsheet tool.
  • Replace the example rows with your data. One row per person.
  • Delete the example rows before uploading.
  • Save as CSV (Comma Separated Values). In Excel: File → Save As → choose "CSV (Comma delimited) (*.csv)".

    • Step 3: Upload Your File

  • In the modal, click the upload area or drag and drop your CSV file.
  • The system parses and validates the file.
  • If headers are wrong or required columns are missing, you’ll see an error. Fix the file and try again.

    • Step 4: Review Validation

    After upload, the system validates each row:

    • Ready to Create — Rows that pass validation.
    • Errors (Skipped) — Rows with problems (e.g. duplicate email, invalid format). These are not created.
    • Warnings — Rows that will be created but have minor issues.

    Review the list of errors. Fix them in your CSV and re-upload if needed, or proceed with the valid rows only.

    Step 5: Create Users

    Click Create X Users (X = number of valid rows). The system processes each row and shows progress. When done, you’ll see how many were created and how many failed.

    Key Fields

    Required (all templates)

    • email (Quick) or work_email (Full) — Must be unique and not already in use.
    • full_name (Quick) or first_name + last_name (Full)
    • send_invitation — Set to yes to send an invitation email with a login link. Set to no to create the profile without giving the person access.

    Optional but useful

    • team — Exact name of an existing team. The profile is assigned to that team. Must match exactly (case-insensitive). Assignment lets the profile use that team's shared details in templates (e.g. team logo, team contact info, department name). See Teams and Companies for more.
    • job_title — Job title or position.
    • phone (Quick) or mobile (Full) — Phone number.
    • link_1_title, link_1_url, etc. — Up to 3 social or website links. Icons are auto-detected from URLs (e.g. LinkedIn, GitHub).

    Full template extras

    • template_name — Classic, Links, Icons, Auto vCard Download, or URL Redirect.
    • headline — Short bio or tagline.
    • work_website, personal_website — Website URLs.
    • street_address, city, postcode, country — Address.
    • image_profile_url, image_hero_url — URLs for profile and cover images.

    Important Notes

    • Emails must be unique — No duplicates in the file and no emails already in use.
    • Team names — Must match existing team names exactly. Leave empty to skip team assignment.
    • send_invitation — Use yes if you want people to sign in and manage their profile. Use no if you’re creating profiles only (e.g. for cards) and will not give them access.
    • Link icons — Auto-detected from URLs. You don’t need to specify the icon.
    • Delete example rows — Remove the sample data before uploading.

    After Bulk Upload

    • New profiles appear in the Profiles list.
    • If you chose send_invitation: yes, each person receives an email with a link to sign in.
    • You can use bulk actions (e.g. Order Cards, Download business cards) on the newly created profiles.

    Troubleshooting

    "Missing required columns" — Use the correct template. Quick needs email, full_name, send_invitation. Full needs work_email, first_name, last_name, send_invitation.

    "CSV file is empty" — Ensure you have data rows and that they’re not all filtered out as empty.

    "Email already in use" — That email is already registered. Remove or change it.

    "Team not found" — The team name doesn’t match. Check spelling and use the exact name from your Teams list.

    "Invalid URL" — A link URL is malformed or uses a blocked file type. Fix the URL.

    Profile Assignment

    Profiles created via bulk upload are assigned to the team specified in the team column. If you leave the team column empty or use an unknown team name, the profile may be created without a team assignment. Profiles without a team cannot use team-level data in templates (e.g. shared team contact, department name). You can later reassign profiles using Bulk assign to team on the Profiles page.

    Related

    • Teams and Companies — Team structure
    • Profiles — Managing individual profiles
    • NFC Card Ordering — Order cards for new profiles