There are several ways to create new Leapsome users. To import your users, please navigate to ‘Company’ and click on ‘Employees.’ If you'd like to import employees via Excel, navigate to 'Settings' > 'Integrations and imports' > 'Excel imports' > 'Users'.
Invite users through integrations
Invite users through Excel/CSV
Creating users through an email list
Gmail and Domain white listing
Send invitations manually
Understanding User Status
Option 1: BambooHR, Personio, Active Directory, and others
If you’re using Personio, BambooHR, HiBob, PayFit, Rippling, Workday, Active Directory, Okta, or OneLogin you can use our integrations to automatically import your employee directory (and keep it up to date). To activate the integration, please navigate to admin settings and select the integration in the left menu. Continue by following one of these guides:
- Getting started with the Personio integration
- Getting started with the BambooHR integration
- Getting started with the Azure Active Directory integration
- Getting started with HiBob
- Gettings started with PayFit
- Getting started with Rippling
- Getting started with Workday
- Getting started with Lucca
- Getting started with other HRIS integrations (Humaans, Freshteams, Gusto, and more)
- Getting started with SFTP
Once the integration is set up, Leapsome should automatically create new user accounts for all colleagues. To give them access to Leapsome, all you need to do is to 'invite' them. The invitation link will then be sent to the user's email address. To invite a user, just navigate to 'Company' > 'Employees', find the person in the user list and click 'Send invite.' You can also send invites in bulk to e.g. a full team, by navigating to 'Company' > 'Employees' > select all people and click 'Send invites'.
Employees will receive an automated invitation email that will have the following text:
The name 'Charlotte' is an example name - by default, the name shown of the person inviting will be the name of the user who initially set up the integration/created the token.
Going forward, you can also choose to automate the invitation process by allowing the integration to not only create new user profiles, but also invite them automatically. This can be set up under 'Settings' > 'Integrations and imports' > 'HRIS Integrations' > Select your integration > tick the option 'Automatically send Leapsome invite emails to provisioned employees'.
It is important for users to be invited in order to utilize SSO if enabled.
Option 2: Import from Excel/CSV
Our Excel import is a great and simple way to import your users and keep your user list up-to-date. It allows you to automatically create teams and manager relationships while importing your users. Furthermore, you can use the CSV / Excel Upload to populate your Custom Attributes.
If you'd like to import employees via Excel, navigate to 'Settings' > 'Integrations and imports' > 'Excel imports' > 'Users'. Alternatively, go to 'Company' > 'Employees' and click 'Actions' > 'Add employees' on the top right. In the window that opens, select 'Multiple people > 'Import from Excel' and download the template by clicking on the gray button.
When populating the template, please follow the provided column format. This article highlights all formatting requirements for user uploads and gives tips on which data you need to include depending on your use case.
You have the option to include the employee's email (recommended) or to set up a user name for users without an email (read more about our Kiosk mode here) - all other fields are optional. Special Latin characters can be used in User's names and will be searchable within the Leapsome platform. You will find the columns for the custom attributes as the last columns. Finally, use the completed Excel sheet and upload it to the same place (Settings' > 'Integrations and imports' > 'Excel imports' > 'Users' > 'Upload file').
Once you have completed the Excel document and uploaded it back to the platform, you can then choose to send the invites to the users now, or later. If you decide to send the invitations later, follow the instructions on sending invites manually.
If your user list or Custom Attributes change, follow the steps above to update your user information.
If you notice that there are some users who were part of the Excel, but their profile didn't get created in the Leapsome platform, please reach out to support for further troubleshooting.
Employee upload preview
When you upload your employees to Leapsome via an Excel file, you'll see a preview of all the data that's about to be input into your Leapsome account. The preview opens up an opportunity to review whether all of the employee data is correct, whether there are any missing details, and whether you can expect any errors with the upload.
If any errors or invalid details are included in the uploaded file, you'll see the corresponding warning messages next to the affected users in the preview table. Alternatively, you can simply filter the preview for statuses 'Valid', 'Warning' or 'Error'.
Option 3: Creating users from an email list
To create your user accounts, simply provide a comma-separated list of your users’ emails (e.g., 'user1@leapsome.com, user2@leapsome.com, ...’). You can customize an invite message or decide to create users first and send invites later. Alternatively, you can create a user's profile from scratch in the tab 'One individual'.
If you notice that while you are adding a user email, you click on confirm and the pop-up closes, but when you go to 'Company' > 'Employees', the user profile is not being created in Leapsome, please reach out to support for further troubleshooting.
Option 4: Gmail & domain white-listing
If your team uses Gmail internally, you can also enable domain-based sign-on (allowing all users from your domain to join your team without any invite). Please get in touch with our support team using this contact form, to set this up.
Send invites manually
Once user accounts are created, all you need to do is to 'invite' them. If you decided to send invites later, you will need manually send the invitation link after the user's account creation. The invitation link will then be sent to the user's email address. To invite a user, just navigate to 'Company' > 'Employees', find the person in the user list and click 'Send invite.'
Understanding User Status
There are different statuses of a user while using Leapsome, which are visible under a user's name in 'Company' > 'Employees'. This is a short guide on how to interpret these statuses:
- Created: This status is shown when a user's Leapsome profile has been created, but the user has not received an invitation to activate their account. This is typically shown under a user's Leapsome profile during admin set-up before you launch Leapsome in your organization.
- Invited: This status is shown when a user has received an invitation to activate their account via email
- Active: When a user accepts the invitation, their account is considered Active and will show the Active status under their name in 'Company' > 'Employees'.
- Deactivated: When a user is deactivated either via an HRIS integration or manually by an admin/super-admin, they will have the Deactivated status. Deactivated users only show up when filtering by selecting Status 'Deactivated'.
- Deleted: When a user is deleted, they are not shown under 'Employees'. If they participated in a review or offered instant feedback or participated in a non-anonymous survey, they show up as 'Deleted user'. For more details on deactivated and deleted users, see this article here.
If you are looking for information on Lifecycle status of employees, you will find that information in this article.
You can also check the total number of users you have in your account. This will be shown on the 'Employees' page at the top. This number changes according to filters you have applied. For example, if you filter for a team 'Engineering' - the number will reflect the number of employees that belong to this team. If you want to see the total number of users in your account, remove all filters.