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Bulk User Import

The bulk user import feature allows PointDash administrators to efficiently add and update multiple users at once using a CSV file. This powerful tool streamlines the process of managing large numbers of users and their group memberships.

Getting Started

Download the Template

Before you begin, download the official template file to ensure your data is formatted correctly:

Important

Always use the official PointDash Bulk User Upload Template.xlsx to format your data. This ensures compatibility and reduces errors during import.

Required Fields

Your CSV file must contain the following columns in this exact order:

  1. Firstname - User's first name
  2. Lastname - User's last name
  3. Email - User's email address (linked to Acenci Account)
  4. House - House assignment (e.g., Wombat, Platypus, Dingo)
  5. Role - User type (must be one of: Student, Student Captain, Teacher, Manager, Administrator)
  6. Active - Whether the user can access PointDash (must be TRUE or FALSE)
  7. Groups - Group memberships (multiple groups - one per cell)

CSV Format Example

Here's an example of properly formatted data:

Firstname,Lastname,Email,House,Role,Active,Groups
Carce,Barg,[email protected],Wombat,Student,TRUE,English 8A,Art 10B,Geography 12A,Science 12B
Aymer,Pisculli,[email protected],Platypus,Student,TRUE,History 8A,Art 12C,Languages 12C,History 9B
Say,Ramel,[email protected],Wombat,Student Captain,TRUE,Technology 7C,Geography 9C,Art 11C,Math 10B
Gilbertina,Lukesch,[email protected],Dingo,Student,FALSE,English 10B,Math 12B,History 12C

Acenci Account Integration

PointDash integrates with Acenci Account, our identity and authentication platform, to manage user access:

Existing Organisation Members

If a user already exists in your organisation, their data will be updated in PointDash with the information from your CSV file.

New Organisation Members

If a user doesn't exist in your organisation but has an Acenci Account, they will receive an invitation to join your organisation and gain access to your PointDash instance.

Invitation Requirements

Users receiving an invite must:

  • Accept the invitation to join your organisation
  • Have their primary organisation configured to allow joining other organisations

Understanding Group Management

Staff Group Ownership

For staff members, you can designate them as group owners by prefixing the group name with a caret (^):

John,Smith,[email protected],Eagle,Teacher,TRUE,^Science 9A,^Science 10B,Science Faculty

Important

Students cannot be assigned as group owners. The ownership prefix (^) only applies to staff roles.

Automatic Group Creation

When uploading your CSV, you can configure PointDash to automatically create groups that don't already exist. During the import process, you'll be able to set:

  • Group visibility - Whether new groups should be public or private
  • Group type - Classify new groups as:
    • Cohort - Year-level or graduation groups
    • Class - Subject-based learning groups
    • Club - Extracurricular or interest groups
    • Other - Custom group types

Importing your data

1. Prepare Your Data

  1. Download the template file
  2. Open the file in a spreadsheet editor (we recommend Microsoft Excel)
  3. Fill in your user data following the format guidelines
  4. Save as a CSV file
  5. Review for any formatting errors

2. Access the Import Tool

  1. Log in to PointDash as an administrator
  2. Navigate to Settings > Users
  3. Click Bulk Update
  4. Click Choose File to select your CSV

3. Configure Import Settings

Before processing, configure these options:

Update Existing Users

  • Choose whether to update users who already exist in the system
  • Existing users are matched by email address

Group Creation Settings (for groups that don't exist)

  • Create new groups - Enable automatic group creation
  • Make groups public - Set default visibility for new groups
  • Group type - Select the classification for new groups

4. Import

  1. Confirm that the data and settings you have selected are correct.
  2. Click Start!

Important

Once an import has started, it cannot be stopped. Be sure to double check that everything is correct.

Best Practices

Data Preparation

  • Use consistent naming for houses and roles across your organisation
  • Verify email addresses are correct and unique
  • Check group names for spelling and consistency
  • Test with a small batch before importing large datasets

Managing Updates

  • Regular maintenance - Update user information periodically
  • Review notifications after each import to ensure successful processing

Troubleshooting

Validation Issues

Missing required fields

  • Verify all columns are present and spelled correctly
  • Ensure no empty cells in required fields

Format errors

  • Use only TRUE/FALSE for the Active column
  • Check for hidden characters or extra spaces

Need help with your bulk import? Contact your system administrator or reach out to our support team for assistance.

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