Within the User Directory, a Building Admin or Building Manager user roles will be able to bulk upload tenant users to Cove via our Bulk Tenant User Upload Template file. This will save the building team time from filling out each individual user form if they have multiple users to upload at once.
Downloading the Template
- Navigate to the Directory module and click on the Users page.
- Click the Upload button. This will take you to the upload page.
- Click Download Template
You can work on the template file on any spreadsheet servicer including Excel, Apple Numbers, and Google Sheets.
Filling out & Formatting The Template
Once you have filled out the information necessary within the spreadsheet, you will save the document as a CSV. The Bulk Tenant User Upload file must be saved as a CSV file format.
To do this, you will either:
- save the document as a CSV file or
- export the file as a CSV file.
Below are the formatting instructions for each required field within the template. All required fields are listed within the header of each column as either “required” or “optional.” You must fill out the required fields in order to complete the upload.
- First Name: Must be filled out. No restrictions within the formatting. The system will upload the exact format input into this column.
- Last Name: Must be filled out. No restrictions within the formatting. The system will upload the exact format input into this column.
- Tenant Name: Must exactly match, including case sensitivity and special characters, what is listed in the Tenant Directory for an existing Tenant.
-
User Role: User role formatting is case sensitive and must be in one string of connected words. The formatting must exactly match what it relates to listed within the system.
- Common example user roles will be
- regular
- Tenant-admin
- building-admin
- building-engineer
- Optional Fields such as User Tags, Phone Number, etc follow a different formatting rule.
- Phone Number: Phone number formatting will be converted within the system to a string of numbers with no special characters. The file template will allow for different phone number formatting, but will be saved differently within the system.
- Tags: Must exactly match what is listed within the Tags page of the Directories module
Common Error messages when attempting to bulk upload a user will be related to the formatting within the saved file. You must not remove any listed columns with headers within the file. The system’s exact match file read will lead to an error message if you attempt to upload a file with changed headers.
Uploading the Template
Once you are ready to upload. Click the dark blue Upload User List CSV button at the top of the page.
A file uploader will appear. Select the file of the filled out user list created for the bulk upload. Then click the Continue button.
A new prompt will appear telling you the number of users that will be added to your site and whether they are brand new users, existing users added from another site, or existing users that will be skipped in the upload process. You will be able to review and download the skipped users list. Within this file, it will name the reason the user was skipped in the user creation process.
Once you click Begin Upload, the system will begin the process of uploading the listed users within the file. After they are uploaded a new pop-up will appear. It will note the success of the user upload and that no messaging will have been sent to the new users.
If any of the formatting is off within the CSV. When this occurs you will receive a pop up stating what error type occurred and to please review the file you attempted to upload. Below are two common errors with use case examples.
Tenant Does not valid or do not exist:
In this use case, the company listed within the Building Site is “Bracket & Bracket”. Within the file the user input “bracket and bracket”. The file does not recognize the different spelling and phrasing hosted within the file as it does not have any capitalization of the company name. It also does not recognize the “and” instead of the used ampersand within the Tenant Name.
Role of “Tenant Admin” is not valid
In this case, the error has occurred due to the incorrect formatting of User Roles. As listed above in Formatting The Template, you will have to remove any Upper Case lettering and make sure the user role is written in one string of connected words using hyphens. The user input “Tenant Admin” when it should have been filled out as “tenant-admin”.
Related to