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Uploading Users

A guide for uploading users via the backend

  • Users can be loaded via .csv file on the backend 
    • If a customer is requesting addition of more than 5 users, this feature is the most efficient tool, if less than 5 manual creation (see Adding Users) is the best use of time
  • Start by downloading a clean copy of the template
  • Use an existing data request form to fill in the template
    • If no form exists, send a new one to customer or request a spreadsheet of locations they would like added
  • Fill in all fields required fields
    • First name
    • Last Name
    • Email
    • Title 
      • Not required
    • Phone 
      • Format should be (xxx)xxx-xxxx
    • Mobile Phone
      • Format should be (xxx)xxx-xxxx
      • Not Required
    • Is Supervisor
      • Y or N for his field
      • This indicates not that the users is traditional supervisor, but instead grants Super Approver status to the uploaded user
    • Assigned Locations
      • Assign active locations owned by the customer via the location ID number from the backend
      • Not required
    • Default Location
      • Sets an assigned location as default
      • Not required

    • Assigned Payment Methods
      • Add customer registered payment methods via the payment method id
        • The best source of these ids is via the specific customer page 
        • Click "Pmt Systems & Methods" for a full, downloadable listing of the ids and names
    • Manage Company Settings
      • Y or N field
      • Grants admin privileges to any user with a Y
    • Access Company Reporting
      • Y or N field
      • Users opted in will be able to review all orders and access reporting feature
    • Non Corporate Catalog Purchases
      • Y or N field
      • Toggling this on will require supervisor approval for any item not added to corporate catalog regardless of spend limit
    • Notifications on Purchases
      • Y or N field
      • Toggling this on will send the assigned supervisor an email regardless if approval is needed
    • Send User Invite
      • Y or N field
      • Toggling this on will automatically send the user an invite to verify their email and log in
        • See User Activation and Legacy Onboarding for more details
    • Assigned Supervisor
      • User id from backend of desired supervisor can be added here
        • In order to function the assigned supervisor must exist in the system and be activated
          • Due to this requirement it may be necessary to do multiple users uploads for a single customer starting at the top and moving down
            • Upload all users at the top of the approval chain to generate ids to use for each step down the chain
    • Spending Limit
      • Set users spend limit 
      • Not required
    • Restrict Purchases
      • Y or N field
      • If a spending limit is employed, this must be marked Y
    • User Role
      • Use the drop down menu to select the best match based on title or spend limit
    • Orders Oversight
      • Y or N Field
      • All supervisors need this field toggled to Y
  • Once complete, download a copy of the sheet as a .csv file
  • Proceed to the correct customer page
  • Click "Users"
  • Click "Import members" in the upper right corner
  • Select your recently completed .csv file after clicking "Choose File"
  • Click "Upload"
  • A green bar will appear with a link to check progress
  • Click the link and you will be taken to status screen similar to this
  • If the status shows "Not Imported due to errors" click "Download me" by "Result file path"
    • The resulting excel sheet will show any errors on the upload
      • Typical errors for uploads include missing fields, improper formatting, or non-active supervisors
      • If any assigned, location, payment method, or supervisor is not assigned to the customer you are uploading to, it will fail
    • After correcting the errors, retry the download as many times as needed to clear the errors
      • If you are still unsuccessful in downloading, slack #product-updates with the issue(s) along with steps you have taken to resolve
  • Once you get a screen confirming upload, return to the customer page and confirm locations were added as desired
    • Spot check entries to confirm that all desired options and supervisor assignments are correct