User Import

Overview

The User Import creates new Users and can fill or update supported details for Users already in your account. Run it before importing Participants whose Primary Coordinator Email should be linked.

Accessing the Import

Open Settings > Imports, select Create Import, then Users.

Completing the Import

Select Download Template and keep its header row unchanged.
Populate the CSV and remove example rows.
Accept the import caution.
Choose how rows matching existing Users should be handled.
Upload the file and select Upload & Review.
Wait for Awaiting confirmation, review the rows, select those to process, and choose Import Selected Users.

Rows left unticked are skipped. Records are not created or updated until confirmation.

User Import Requirements

For a new User, First Name, Last Name, and Email are required. Email matches an existing User in your account and cannot belong to a User in another Astalty account.

Column	Requirements and Behaviour
First Name, Last Name	Required for a new User.
Middle Name, Preferred Name	Optional.
DOB	Optional; dd/mm/yyyy.
Gender	Optional supported Gender value.
Email	Required, valid, and unique within the file. It matches an existing User in this account and cannot belong to another account.
Personal Email	Optional valid email.
Mobile	Optional valid mobile; unique within the account and file.
Phone	Optional.
Address 1, Address 2, Suburb, State, Postcode	Optional. State and Postcode are required with Address 1, and State must be Australian.
Emergency Contact Name, Emergency Contact Relationship, Emergency Contact Phone, Emergency Contact Email	Optional group; the dependency rules below apply.
Second Emergency Contact Name, Second Emergency Contact Relationship, Second Emergency Contact Phone, Second Emergency Contact Email	Optional group; the dependency rules below apply.
Next of Kin Name, Next of Kin Relationship, Next of Kin Phone, Next of Kin Email	Optional group; the dependency rules below apply.
External ID	Optional source reference.
Billable Hours Target	Optional number from 0 to 999999.99.
User Type	Standard, Support Worker, or Auditor. Support Worker can be imported only when Scheduling is enabled and the account's current plan supports the Support Worker user type. Auditor requires Auditor access to be enabled for the account. Defaults to Standard.
Send Invitation Email	Yes, No, Y, or N. Defaults to No.
Import as Deactivated	Optional Yes, No, Y, or N.

Apply these rules:

User Type accepts Standard, Support Worker, or Auditor and defaults to Standard. Support Worker can be imported only when Scheduling is enabled and the account's current plan supports the Support Worker user type. Auditor requires Auditor access to be enabled for the account. A new Standard User is created as a Team Member; change their role afterwards if they should be an Admin or Manager.
Send Invitation Email accepts Yes, No, Y, or N and defaults to No.
When any field for an emergency contact, second emergency contact, or next of kin is populated, that person's Name and Relationship are required, plus a Phone or Email.
A second emergency contact requires a first emergency contact unless the matching User already has one.
Enter one person in each contact group. If Emergency Contact Name, Second Emergency Contact Name, or Next of Kin Name contains a semicolon, Astalty clears all four fields in that contact group for the row and records a warning. Add any other people from the User's profile after import.
If one person has two contact roles, enter them in both column groups. Astalty stores the roles separately.
User Type, Send Invitation Email, and Import as Deactivated apply only when creating a User.

Choose Skip it, Fill in empty fields, or Update with the file's values for Email matches. Blank cells normally keep an existing value. When an update replaces a contact with a different person, only the Phone and Email supplied for that new contact are carried across. Astalty treats the contact as the same person when the Name matches, or when Relationship and Phone or Email match.

Troubleshooting