Help Center › Bulk Create Profiles from Excel or CSV

If you are onboarding a team of employees at once, uploading a CSV file is much faster than creating profiles one by one. This article covers who can use the CSV import, how to prepare your file, and what happens after the upload completes.

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Who can use CSV import?

CSV import is available to company admins only. If you are a regular member or editor, you will not see the import option. Ask your company admin to perform the import on your behalf.

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What the import does

When you upload a CSV file:

  • A profile is created for each row in the file.
  • An invitation email is sent to each employee so they can activate their account and log in.
  • Duplicate email addresses are detected and skipped — no duplicate accounts are created.

The import creates the profile records and sends the invitations. It does not automatically assign a template, set a profile photo, or add links. Those steps are completed by each employee after they log in, or by an admin editing the profiles individually after import.

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Preparing your CSV file

Required columns

Your CSV file must contain the following three columns. The column headers must be exactly as shown (lowercase, with underscores):

| Column | Description |

|---|---|

| first_name | Employee's first name |

| last_name | Employee's last name |

| email | Employee's work email address — used to send the invitation |

Optional columns

You can include any of the following to pre-fill additional profile fields:

| Column | Description |

|---|---|

| job_title | The employee's job title |

| department | The department or team name |

| phone | A direct phone number (international format recommended, e.g. +44 7700 900000) |

Formatting rules

  • Use plain UTF-8 encoding. Avoid special characters in column headers.
  • If a value contains a comma (for example, a job title like "Director, EMEA"), wrap the value in double quotes: "Director, EMEA".
  • Do not include a blank first row or any merged cells.
  • The first row must be the header row.
  • Each subsequent row must be one employee.

Example CSV

`

first_name,last_name,email,job_title,department,phone

Jane,Smith,jane.smith@example.com,Marketing Manager,Marketing,+44 7700 900001

Tom,Brown,tom.brown@example.com,Sales Executive,Sales,

Alice,Jones,alice.jones@example.com,Developer,Engineering,+44 7700 900002

`

Rows with an empty optional field (like Tom's phone above) are fine — leave the cell blank or omit the value.

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Uploading the CSV

  • Log in to the portal as a company admin.
  • Go to Company → Members (or People depending on your plan).
  • Click Import or Add members → Import CSV.
  • Click Choose file and select your prepared CSV.
  • A preview of the first few rows will appear. Check that the column mapping looks correct.
  • Click Import (or Confirm import) to begin.

    • The import runs immediately. For large files (hundreds of rows), it may take a minute or two to complete. You will see a summary when it finishes, showing how many profiles were created and how many rows were skipped (e.g. due to duplicate emails).

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    What happens after the upload

    Once the import completes:

  • Profiles are created — each employee appears in your member list immediately.
  • Invitation emails are sent — each employee receives an email with a link to activate their account and set a password.
  • Employees log in and complete their profiles — they can add their photo, links, headline, and bio after activation.
  • Admins can assign templates — as a company admin, you can bulk-assign a template to all members from the Templates section.

    • Employees who do not activate their invitation within [NEEDS VERIFICATION: invitation expiry period] days will need to be re-invited manually from the Members list.

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    Frequently asked questions

    What happens if an email address already exists in the system?

    The row is skipped and no duplicate account is created. The existing account is not affected. The import summary will list which emails were skipped.

    Can I re-upload an updated CSV to change existing profiles?

    The import only creates new profiles — it does not update existing ones. To update profile details for existing members, edit each profile individually via the Members list, or ask employees to update their own profiles.

    The import completed but some invitations were not received. What should I check?

    Ask employees to check their spam or junk folder. Invitation emails come from NFC Tagify's system email address. If the email is not in spam either, verify the email address in the Members list is correct and use the Resend invitation button.

    Can I include a role (admin, member) in the CSV?

    Role assignment is not supported in the CSV import. All imported employees are created as standard members. You can promote members to admin individually in the Members list after import.

    Is there a maximum number of rows per file?

    [NEEDS VERIFICATION: exact row limit] As a general guide, files up to a few hundred rows process reliably. If you need to import a very large list, split it into multiple smaller files and upload them in sequence.

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    Related: [Companies, departments, and teams](06-teams-companies.md) · [Create and edit a profile](02-profile-details.md) · [System templates gallery](04-designing-your-card.md)