Importing Users with a CSV File
The CSV Import feature allows you to bulk import users and to add or change information about users. See the sections below to learn how to import users with a CSV file.
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How to Import Users with a CSV File
Tips for CSV File Imports
Available User Information Fields
How to Import Users with a CSV File
To import your users with a CSV file, follow the steps below:
- Prepare a CSV file for import. For information about required and optional CSV file fields, see the Available User Information Fields section of this article. If you use Microsoft Excel for your CSV file, be sure to save this CSV file in the CSV UTF-8 format.
Important: CSV files encoded with byte order mark (BOM) are not supported.
- Log in to your KnowBe4 console and navigate to Users > Import Users > CSV Import.
- Click the Browse button and select your CSV file.
- If you would like to notify admins about the CSV file import, select the admins’ names from the Notify Upon Import Completion drop-down menu. By default, all admins will receive an email when users are imported.
- If you would like to receive an import notification, select the Send import notifications to (your email address) check box.
- Once you’ve updated your settings, click the Import Users button at the bottom of the page.
Tips for CSV File Imports
If you’d like to import your users with a CSV file, we recommend that you use the tips in the sections below.
Download Our Example CSV Files
If you don’t have a CSV file, you can download one of our sample CSV files from your KnowBe4 console. To download one of our CSV files, follow the steps below:
- Log in to your KnowBe4 console and navigate to Users > Import Users > CSV Import.
- In the blue box on the right side of the page, click the link for the CSV file that you’d like to use. You can choose a CSV file with email addresses only, a CSV file with email addresses and group membership, or a CSV file with all fields.
- After you click the link for the CSV file you’d like to use, click Download Example CSV.
Required Fields
Be sure to enter data into the Email field of your CSV file. The Email field is the only required field in the CSV file.
When you import your users for the first time, we recommend that you also add your users’ first names in the First Name field and your users’ last names in the Last Name field. Only fill out the other fields if you are using them during import.
Allowed Domains
To have a successful import, email addresses in your CSV file must match one of your allowed domains.
If you have users at multiple domains, you'll need to add the additional domains to your account before you can phish or train those users. For more information, see our How to Add and Verify Allowed Domains article.
Update User Information
To update your users’ information, you can import a CSV file. When you import this CSV file, the import will add any new data or update any data that you have changed.
Note: Only use headers for the fields that you would like to overwrite. If you leave a cell empty, this action will clear the corresponding user information in the console. However, you can empty the contents of a cell to bulk delete user information.
You can also use this method to add users to existing groups or new groups. To learn more about group additions, see the Available User Information Fields section below.
Importing additional CSV files will not delete any user history.
Available User Information Fields
The CSV file import feature allows you to import users in bulk and add information about these users.
For more information about the available CSV fields, see the table below:
Microsoft Excel spreadsheets will automatically add quotes to comma-separated text within cells if exported as a CSV file. Please make sure to check your CSV file to see if your file matches our formatting requirements below.
CSV File Import Fields |
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| CSV File Field | Description | Formatting Requirements | Character Limit | ||||||||
|
Email (Required) |
The user’s work email address.
Note: This field is the only mandatory field for a CSV file 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 in your account. For more information, see our How to Add and Verify Allowed Domains article. |
n/a
|
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|
First Name |
The user’s first name. |
n/a |
0-255 characters |
||||||||
|
Last Name |
The user’s last name. |
n/a |
0-255 characters |
||||||||
|
Phone Number |
Include the user’s phone number to use additional features, such as AIDA. This information is not required if you don’t use 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 include the following:
|
n/a |
||||||||
|
Extension |
The user’s phone extension. |
n/a |
0-255 characters |
||||||||
|
Group |
Use the Group field to automatically add this user to a new or existing group. |
Group names must be between 2-64 characters. If adding a user to an existing group, you must match the existing group name exactly. For more information about the Group field, see the Using the Group Field section below. |
2-64 characters |
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|
Location |
The user’s location. |
n/a |
0-255 characters |
||||||||
|
Division |
The user's division. |
n/a |
0-255 characters |
||||||||
|
Manager Name |
The user’s manager's name. |
n/a |
0-255 characters |
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|
Manager Email |
The user’s manager's email address. |
managername@yourdomain.com Personal email domains such as yahoo.com or gmail.com will not be accepted. |
n/a |
||||||||
|
Employee Number |
The user’s employee number. |
n/a |
0-255 characters |
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|
Job Title |
The user’s job title. |
n/a |
0-255 characters |
||||||||
|
Password |
Add an optional password for your users. |
Minimum length depends on the minimum password length in your Account Settings. We recommend that you use multi-factor authentication for additional security.
Note: We do not recommend that you add a password, except in special cases. Your users will be prompted to set up their own passwords when they log in to their account for the first time. If you choose to set a password for your users, we recommend that you select the Require users to reset initial password set by admins check box, which requires that your users reset their passwords after their first login.
|
8-128 characters |
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|
Mobile Number |
Include a mobile number to use additional features, such as AIDA. This information is not required if you don’t use 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 include the following:
|
n/a |
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|
Provisioning Managed |
If you use user provisioning, you can use this field to set users to be managed with user provisioning. To learn more about user provisioning, see our Active Directory Integration (ADI) Configuration Guide or our SCIM Configuration Guide. |
FALSE = Not managed by user provisioning. If your identity provider changes this user’s information, these changes will not affect this user in the KnowBe4 console. TRUE = Managed by user provisioning. If your identity provider changes this user’s information, these changes will automatically update your user’s information in the KnowBe4 console. |
n/a |
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|
Date Format |
The user’s desired date and time format. Note: Date Format is no longer editable. This field will be based on the user’s selected language for assigned phishing and training campaigns. For more information, see our Localization Guide. |
n/a |
n/a |
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|
Risk Booster |
Adds a Risk Booster to this user. To learn more about Risk Boosters, see our Risk Boosters Guide. |
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, High Risk, or Highest Risk. |
n/a |
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|
Organization |
The user’s organization. |
n/a |
0-255 characters |
||||||||
|
Department |
The user’s department. |
n/a |
0-255 characters |
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|
Language |
The user’s native language. |
The entry must match our existing languages available in the ModStore. Click here to download a list of all available languages. |
n/a |
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|
Comment |
An optional comment. |
n/a |
0-1024 characters |
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|
Employee Start Date |
The user’s start date. |
You can use any of these formats: M/D/YY - Example: 6/1/18 If you do not include a time, this field will default to 9:00 AM. The time zone will default to the default time zone in your Account Settings. |
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 |
||||||||
|
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. However, if you import a date as shown in the examples above, the system will still accept the included date. |
n/a |
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|
Time zone |
The user's time zone. |
Example:
Click here to download a list of all time zones in the proper format. Alternatively, you can use the following time zone. Be sure to use parentheses: (GMT+12:00) |
n/a |
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|
Admin Console Language |
The user's preferred language to use when accessing the KnowBe4 Admin Console. |
Use one of the language codes listed in our Localization Guide. Note: You can update your users' admin console languages manually, but you're unable to update their admin console languages in bulk. For more information, see the Set Individual User Languages section of our Localization Guide. |
n/a |
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|
Phishing Language |
The 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 |
The user's preferred language for training content and notifications. |
Use one of the language codes listed in our Localization Guide. Note: You can update your users' training languages manually, but you're unable to update their training languages in bulk. For more information, see the Set Individual User Languages section of our Localization Guide. |
n/a |
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|
Email Alias |
The user’s alternate email addresses. These email addresses can be used to log in with a password or through SAML Single Sign-on. Replace the “Email Alias” header with “Email Aliases” to import 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 in your account. For more information, see our How to Add and Verify Allowed Domains article. If you use 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 delete all assigned aliases for a user, enter the following syntax into 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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Using the Group Field
You can use the Group field to add a user to a new or existing group. If you include a group name that does not already exist, a group will be automatically created when you import the CSV file.
If you’d like to add a user to multiple groups, copy and paste the first entry for that user. Then, change the Group field to add the user to a different group. You must repeat this process for each group that you wish to add the user to. For example, if you’d like to add a user to five groups, you would list the user in five lines of the CSV file and include a different group for each line. All other information would remain the same.
You also have the option to import multiple groups on one line. To import multiple groups on one line, replace the “Group” header with “Groups”. If you use the “Groups” header, you must separate the group names by commas. 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 the user’s Group field: *clear-all-groups*
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