Adding users – CSV import
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. The only required field in your CSV is your user's email address, with a header line of Email, but we recommend including additional user information if possible. View our available import fields and their associated formatting requirements in the CSV Import Fields table below.
Header fields must precisely match what is shown in the example CSVs. - Navigate to the Users > Import Users > CSV Import tab.
- Click the Browse button to select your CSV.
- Choose who you want to notify about the user import in the Notify Upon Import Completion dropdown. By default, all console admins will receive an email upon user import.
- Click Import Users.
Tips and tricks
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
What fields are required?
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, we recommend that you at least add your user's first and last name along with their email address.
Use your organization's 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. If you are unsure of domains you can use when importing users, our support team can verify that for you.
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 that 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.
| CSV Import Fields | ||||||||||
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CSV Fields |
Description |
Formatting Requirements |
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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 what allowed domains you have, our support team can verify that for you. |
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First Name |
Your user’s first name. |
n/a |
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Last Name |
Your user’s last name. |
n/a |
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Phone Number Mobile Number |
Include a phone number or mobile number to use additional features, such as Vishing or AIDA, which requires or 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:
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Extension |
Your user’s phone extension. |
n/a |
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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. |
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. |
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Location |
User’s location. |
n/a |
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Division |
User’s division. |
n/a |
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Manager Name |
User’s manager name. |
n/a |
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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 what allowed domains you have, our support team can verify that for you. |
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Employee Number |
User’s employee number. |
n/a |
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Job Title |
User’s job title. |
n/a |
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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 is 4 characters. We recommend using multi-factor authentication for added security. |
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AD Managed |
If you’re using Active Directory Integration (ADI), you can set users to be AD managed (managed by ADI) or not using this field. See more about ADI here. |
False = not AD managed. This means changes to your Active Directory will not affect this user as they exist in the KnowBe4 console. True = is AD managed. This means that changes to your Active Directory will automatically update your user's information in the console. |
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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). |
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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. |
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Organization |
User’s organization. |
Up to 255 characters. |
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Department |
User’s department. |
Up to 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. |
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Comment |
Optional comment. |
Up to 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 12:00 AM (UTC). |
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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 |
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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. |
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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) |
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