Import Users with a CSV File
To bulk import users, or to add/change information about your users, you can use our CSV Import feature.
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Steps to Import Users With a CSV File
Tips and Tricks for CSV Imports
Available User Information Fields
Steps to Import Users With a CSV File
- Prepare a CSV for import. If you are using Excel, CSVs must be saved in the CSV UTF-8 format.
- The header Email is required for all CSV user lists. While the other fields are optional, we recommend including as much user information as possible. View our available import fields and their associated formatting requirements in the CSV Import Fields table below.
Note:
When updating existing users, only use headers for the fields you want to overwrite. If you leave a cell empty, this will clear the corresponding user information in the console. This is by design and allows you to bulk delete user information if needed.
- The header Email is required for all CSV user lists. While the other fields are optional, we recommend including as much user information as possible. View our available import fields and their associated formatting requirements in the CSV Import Fields table below.
- Navigate to the Users > Import Users > CSV Import tab.
- Click the Browse button and select your CSV file.
- You have the option to choose who will be notified of this import by selecting one or more administrators from the Notify Upon Import Completion drop-down. By default, all console admins will receive an email upon user import.
- If you would like to also receive this notification, check the box marked Send import notifications to (your email address).
- When you're ready, click the Import Users button at the bottom of the page.
Note:
Users who are added to the console will also be enrolled in any phishing or training campaign that has the "Enable automatic enrollment for new users" option selected. Before adding users, we recommend checking the settings for each of your campaigns and disabling this option as needed.
Tips and Tricks for CSV Imports
Downloadable Example CSVs
Don't have a CSV? We have three pre-formatted CSVs available in the console. These are located on the Users > Import Users > CSV Import tab.
Click the Example with the formatting you'd like to use, then click Download Example CSV.
Example CSVs
Example 1 CSV
Required Fields in the CSV
The only required field is the Email field. Other fields should only be included if they are being used during import.
As a best practice when you're first importing your users, we recommend that you add your user's first and last name along with their email address.
Allowed Domains
Email addresses in your CSV must match one of your allowed domains for a successful import. For example, user1@yourcompany.com, user2@yourcompany.co.uk.
This means that if you have users at multiple domains, you'll need to add the additional domains to your account before you can start phishing and training those users. If you are unsure of how to do this, review this support article.
Update User Info
Making updates to user information? You can import an additional CSV file over users that were previously imported and it will add any new data or alter any data you have changed.
You can also use this method to add users to existing or new groups. See more about Group additions in our user fields table.
Importing additional CSVs will not delete any user history.
Available User Information Fields
The CSV import allows you to import users in bulk with the following fields.
Note:
The header fields in your CSV must precisely match as shown in the CSV Fields column below in order for your import to be successful.
Excel sheets will automatically add quotes to comma-separated text within cells if exported as a CSV. Please make sure to check your CSV file to see if it matches our formatting requirements below.
CSV Import Fields |
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| CSV Field | Description | Formatting Requirements | Character Limit | ||||||||
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Your user’s work email address. This is the only mandatory field for a CSV import. |
youruser@yourdomain.com Personal email domains such as yahoo.com or gmail.com will not be accepted. The email domain must match an allowed domain on your account. If you are unsure of how to add allowed domains to your account, review this support article. |
n/a
|
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|
First Name |
Your user’s first name. |
n/a |
0-255 characters |
||||||||
|
Last Name |
Your user’s last name. |
n/a |
0-255 characters |
||||||||
|
Phone Number |
Include a phone number to use additional features, such as Vishing or AIDA, which requires our system to dial out to users. This information is not required if you do not plan to use Vishing or AIDA. |
For users located in the United States, area codes are required. You can use any of these formatting options:
For users located outside the United States, numbers must be formatted to meet E.164 specifications, which includes the following:
|
n/a |
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|
Extension |
Your user’s phone extension. |
n/a |
0-255 characters |
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|
Group |
Use the Group field to automatically add this user to a new or existing group. If you include a group name that does not already exist, one will be created automatically upon CSV import. Replace the Group header with Groups to allow for the import of multiple groups on one line. |
Group names must be between 2-64 characters. If adding a user to an existing group, you must match the existing group name exactly. If adding an employee to multiple groups, copy and paste the first entry for that employee and alter the Group field to add them to a different group. This would need to be done for each group you wish to add them to. For example, if an employee is to be added to five groups, they would have five lines in the CSV, each with a different Group listed--all other information would remain the same. If you are using the Groups header, the group names must be separated by commas and surrounded by quotes. For example, "Group1,Group2". When Group and Groups are both used as headers in the same CSV file, Groups will be ignored. To clear all assigned groups for a user, enter the following syntax in their Group field: *clear-all-groups* Note:The clear all assigned groups feature does not work with the Groups field. |
2-64 characters |
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|
Location |
User’s location. |
n/a |
0-255 characters |
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|
Division |
User’s division. |
n/a |
0-255 characters |
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|
Manager Name |
User’s manager name. |
n/a |
0-255 characters |
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|
Manager Email |
User’s manager email address. |
managername@yourdomain.com Personal email domains such as yahoo.com or gmail.com will not be accepted. The email domain must match an allowed domain on your account. If you are unsure of how to add allowed domains to your account, review this support article. |
n/a |
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|
Employee Number |
User’s employee number. |
n/a |
0-255 characters |
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|
Job Title |
User’s job title. |
n/a |
0-255 characters |
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|
Password |
Add an optional password for your users. We do not recommend this except in special cases. Your users will be prompted to set up their own passwords upon their first login. |
Minimum length depends on the minimum password length in your Account Settings. We recommend using multi-factor authentication for added security. |
8-128 characters |
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|
Mobile Number |
Include a mobile number to use additional features, such as Vishing or AIDA, which requires our system to dial out or send SMS messages to users. This information is not required if you do not plan to use Vishing or AIDA. |
For users located in the United States, area codes are required. You can use any of these formatting options:
For users located outside the United States, numbers must be formatted to meet E.164 specifications, which includes the following:
|
n/a |
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|
Provisioning Managed |
If you’re using Active Directory Integration (ADI), you can set users to be provisioning managed by (managed by ADI depending on which you have enabled) or not using this field. See more about ADI here. |
FALSE = not provisioning managed. This means changes to this user from your identity provider will not affect this user as they exist in the KnowBe4 console. TRUE = is provisioning managed. This means changes to this user from your identity provider will automatically update your user's information in the console. |
n/a |
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|
Date Format |
The user’s desired default date and time format. See more about date formats here. |
1 = sets the default date and time format to MM/DD/YYYY hh:mm AM/PM (12-hour). 2 = sets the default date and time format to DD/MM/YYYY HH:mm (24-hour). |
n/a |
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|
Risk Booster |
Adds a Risk Booster to this user. See more about Risk Boosters here. |
Set to Low, Normal, High, Highest to indicate the user’s intended Risk Booster. As an alternate input, you can also use: Very Low Risk (i.e. Low), High Risk (i.e. High), Highest Risk (i.e. Highest) |
n/a |
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|
Organization |
User’s organization. |
n/a |
0-255 characters |
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|
Department |
User’s department. |
n/a |
0-255 characters |
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|
Language |
User’s native language. |
While this feature does not currently integrate with other features, it may in the future. As such, the entry must match our existing languages available in the ModStore. Download a list of all languages here. |
n/a |
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|
Comment |
Optional comment. |
n/a |
0-1024 characters |
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|
Employee Start Date |
User’s start date. |
You can use any of these formats: M/D/YY - Example: 6/1/18 If no time is included, it will default to 9:00 AM at your Account Setting's default time zone. |
n/a |
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|
Custom Field 1 Custom Field 2 Custom Field 3 Custom Field 4 |
You can add up to four custom entry fields for your users. |
n/a |
0-255 characters |
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|
Custom Date 1 Custom Date 2 |
You can add up to two custom dates for your users. |
You can use any of these formats: M/D/YY - Example: 6/1/18 Custom dates do not include a time, but if you import one as shown in the examples above, the system will still accept the included date. |
n/a |
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|
Time zone |
User's time zone. |
Example:
Download a list of all time zones in the proper format here. Alternatively, you can use this format (including parentheses): (GMT+12:00) If you use the above format, the selected time zone used will be the first one that matches from the list. |
n/a |
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|
Admin Console Language |
User's preferred language to use when accessing the KnowBe4 Admin Console. |
Use one of the language codes listed in our Localization Guide. Note:Once a user’s Admin Console Language has been set, the language cannot be changed by another admin, even if you use the bulk update method. |
n/a |
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|
Phishing Language |
User's preferred language for Phishing Security Test Emails. |
Use one of the language codes listed in our Localization Guide. |
n/a |
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|
Training Language |
User's preferred language for training content and notifications. |
Use one of the language codes listed in our Localization Guide. Note:Once a user’s Training Language has been set, the language cannot be changed by an admin, even if you use the bulk update method. |
n/a |
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|
Email Alias |
User’s alternate email addresses can be used to log in either with a password or through SAML Single Sign-on. Replace the Email Alias header with Email Aliases to allow for the import of multiple aliases on one line. |
Personal email domains such as yahoo.com or gmail.com will not be accepted. The email domain must match an allowed domain on your account. If you are unsure of how to add allowed domains to your account, review our How to Add and Verify Allowed Domains article. If you are using the Email Aliases header, the aliases must be separated by commas and surrounded by quotes. For example, "example1@knowbe4.com,example2@knowbe4.com". When Email Alias and Email Aliases are both used as headers in the same CSV file, Email Aliases will be ignored. To clear all assigned aliases for a user, enter the following syntax in their Email Alias field: *clear-all-aliases* Note:The clear all assigned aliases feature does not work with the Email Aliases field. |
n/a |
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