Updating users in a bulk with excel upload

If you need to upload or change your user data you can bulk update users manually or in a data import. Even if you sync your users via an HRIS integration you have the option to create custom attributes for users that need to be uploaded and updated via an Excel data import. Editing user data via Microsoft Excel (xlsx) is a useful time-saving option.

This article will serve as a step by step guide for the bulk upload:

Step 1: Create your Excel file

Step 2: Update the user data in Excel

Step 3: Upload the Excel 

1. Create your Excel file

To create your Excel file please navigate in the 'Users & Teams' list and click on 'Actions' > 'Add Users':

In the window that opens, select 'Import from Excel' and download the Excel template by clicking on the grey button.

2. Update the user data in Excel

When populating the template please follow the provided column format. You now have the option to change the user's data in the Excel file. Keep in mind that all attributes (manager, gender, title, etc.) will be overwritten through the data import except for teams. Teams will be added to the existing teams in Leapsome and can't be deleted through the data import. The email address acts as the unique identifier and matches the existing user in Leapsome.

If you would like to edit the manager of a user, the manager has to be included as a 'user' in the upload file as well. Otherwise, the manager cannot be assigned properly. Because of this, we recommend always downloading a full export of your user base to enter your changes, instead of creating a new Excel file that only contains the users you want to update. When including an additional manager, please ensure that they are listed as a user within the Excel file.  

Please note: All cells need to be formatted as text, not date! 

3. Upload the Excel 

When you have updated the user data in Excel, please use the completed Excel sheet and upload it at the same place in Leapsome under User & Teams (Settings > 'Users & Teams', 'Add Users'). 

Please note: By default, the excel import only adds new teams to a user and does not remove teams already added in Leapsome. By choosing "overwrite team assignment", the import overwrites the any existing team assignments in Leapsome with the teams assigned in the import file. This does not apply to Leapsome-generated auto-teams (Manager (auto), Non-Manager (auto)) and users where the teams attribute is empty.

After uploading the Excel sheet, changes and edits will automatically be applied to your users in Leapsome.