How to Import Users

Use Import Users to add many people at once from a spreadsheet-style file instead of creating them one by one.

Who can use this

Only Administrators and Group administrators can run an import. Standard users do not see this option.

Before you start

1. Open Import Users on the User Management page of the MedixSafe console.
2. Use Download Template and fill in your data on that template.
3. Save the file as CSV (comma-separated values). The upload control only accepts .csv files.

Sticking to the template avoids column mix-ups and import errors.

What your file must look like

Column order is fixed. The first row must be the header row, exactly as in the template, in this order:

Every data row must have a value in each column. If someone has no User ID or card, leave that cell empty—do not delete the column.

User ID and card on the same person: You cannot put both a User ID and a card number on the same row. The app will reject the file with a message that only one is allowed. If you need both types of access for someone, plan a separate workflow (for example, add the second credential after import, if your process allows it).

Limits (file size)

These limits apply in the Import Users flow:

• Rows: You can import up to 1,000 users per file (not counting the header row). If the file is larger, you’ll see an upload limit message—split into multiple files.
• File size: The total amount of data in the file must stay under about 150 KB in practice (very large files are blocked before upload).

Usernames, names and special characters

• Usernames are how the system recognizes the person for import and login identifiers. Use plain ASCII-style characters when possible (letters, numbers, common punctuation your org allows).
• Non-English characters and symbols in the Username field may not round-trip correctly depending on how the CSV was saved (for example, Excel or regional settings). That can show up as garbled or wrong characters after import. Recommendation: use simple Latin usernames for imports, or save the CSV as UTF-8 from your spreadsheet app and test with one row first.

If a username already exists on your account: the importer does not create a duplicate user. The row is treated as “Already present” for the user. Any new User ID or card you included on that row can still be processed as a credential for that existing user (subject to validation and “already on file” checks). The import does not automatically overwrite name or email for users who already exist—those fields are for new users or your normal edit flows.

User ID (PIN) rules

If you use the User ID column:

• It must be a whole number from 0 through 999999.
• Use the six-digit style the template expects (for example, 001234 for 1234). Odd padding, decimals, or values over six digits will fail validation.

Leave the Card number column empty when User ID is set.

Card number rules

If you use the Card number column:

• Supported patterns are either one number or two numbers separated by a hyphen (facility code and card number, depending on your setup), in the format the system expects. Extra segments or invalid numbers cause a validation error.
  • Without facility code: 1234
  • With facility code: 12-3456
• Leave the User ID column empty when you are importing a card.

Facility-code behavior follows your account’s normal card settings (same as elsewhere in the product).

Passwords and roles

• Imported users are created as standard users, not administrators.
• Passwords are not read from the file. New accounts typically need users to go through your normal password setup or reset flow before they can sign in the usual way.

How import behaves (what to expect)

1. Whole-file check first
Before anyone is created, the system checks the entire file. If anything is wrong—bad header, wrong column count, duplicate username in the file, invalid email, invalid User ID or card format, etc.—you’ll get an “Invalid data” style message and nothing from that upload is applied. Fix the file and try again.

2. Row-by-row results
If the file passes the check, each row is processed. One row can succeed while another fails; you’ll see a results table with:

• User import status: Success, Already present, or Failed to Import.
• User ID / Card import status: Success, Already present, Failed to Import, or blank when no credential was provided.

Reserved or blocked usernames (system-reserved names) will not create a new user and may show as failed on that row.

Understanding “Already present”

• User “Already present”: That username is already on your account. No second user record is created.
• Credential “Already present”: That User ID or card (as interpreted by the system) is already associated with that user in a way that matches an existing credential.

If something goes wrong

• Read the exact error text on the preview screen—it usually points to the first problem (for example, duplicate username, invalid card data, User ID out of range).
• Confirm the header row matches the template word for word and in order.
• Open the CSV in a plain text editor if you suspect hidden commas, quotes, or encoding issues from Excel.

Accidental mass import or mass deletion

If you imported the wrong file or need to remove a large number of users or credentials in bulk, the safest path is to contact Customer Support. They can help you assess impact and perform bulk cleanup in line with your organization’s policies.

Quick checklist

• Administrator or group administrator
• Downloaded official CSV template
• Header row unchanged; six columns in order
• At most 1,000 user rows per file; file not huge (under ~150 KB of content)
• No duplicate usernames inside the file
• Either User ID or card per row — not both
• Usernames (and file encoding) tested if using non-English characters
• Plan for password setup for new admins