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  4. How to import members

How to import members

at Hubstaff, Members

Now you can import team members to Hubstaff via .CSV, .XLS, or .XLSX making it easier to bulk upload your member list into your Hubstaff organization.


Table of contents

  • Send invites
  • Create accounts
    • Adding a single user 
    • Adding users in bulk

Send invites

Step 1

First, navigate to People > Members.

menu people members

Step 2

On the projects page, click on the Import members button.

import members button

Step 3

On the dialog box, click on Download the template here to see the specific format prior to uploading your CSV file.
import members download template

Step 4

Open the CSV file. The file will include these rows and columns:

  1. Member name
  2. Email
  3. Role
  4. Teams
  5. Projects
  6. Require timesheet approval
  7. Hourly Pay rate
  8. Pay period
Name Email Role Teams Projects Require timesheet approval Hourly Pay rate Pay period
FirstName LastName – Remove or change test@email.com Manager (User or Manager) Team1,Team2 (This will assign existing teams, but not create new teams) Project1,Project2 (This will assign existing projects, but not create new projects) No (Yes or No) 10 Weekly (None, Weekly, Twice per month, Bi-weekly, Monthly)
FirstName2 LastName2 – Remove or change email@example.com User (User or Manager) Team1 (This will assign existing team, but not create new team) Project3 (This will assign existing project, but not create new project) Yes (Yes or No) 20 Monthly (None, Weekly, Twice per month, Bi-weekly, Monthly)

Replace the data with your member’s details and settings then save the CSV file.

Step 5

After editing the file, go back to the Import members dialog, then click on Browse files, or drag the CSV you just saved to the dialog box.
import members browse files

Step 6

After successfully uploading the CSV file, click Import.

import members import button

Step 7

Finally, you’ll receive a notification that the file is being processed and you will get an email when ready.

import project notice

This process usually takes a minute, but may increase depending on the number of members you’re attempting to import.

Below is a sample email upon completion of the import.

import members confirmation email


Create accounts

Account provisioning lets you create accounts for new team members directly from the Members page. It also allows organizations to add team member roles, pay rates, projects and even generate passwords for new accounts.

Adding a single user

Step 1

Navigate to People > Members.

menu people members

Step 2

Click on the Add members button.

add members

Step 3

On the Add members dialog, click the Create accounts tab, then fill in the following information:

  1. Full name
  2. Email
  3. Pay rate
  4. Role
  5. Projects
  6. Password (automatically generate, or create password)

When finished, click the Create account button.

add members create accounts

Step 4

A dialog box will appear. Click on Copy password to save a copy of your new member’s password, click on +Another account to add another user, or click Done.

new password has been created

Step 5

Once you’re finished, you’ll see the new member added on the Members list.

account provisioning sample


Adding users in bulk

Step 1

Navigate to People > Members.

menu people members

Step 2

Click Import members.

import members button

Step 3

Click on the Create accounts tab, then download the template.

import members create account download template

 

Step 4

Replace the dummy row field data with your custom user data, then save the CSV file.

Name Email Role Teams Projects Require timesheet approval Hourly Pay rate Pay period Password Required password change
FirstName LastName – Remove or change test@email.com Manager (User or Manager) Team1,Team2 (This will assign existing teams, but not create new teams) Project1,Project2 (This will assign existing projects, but not create new projects) No (Yes or No) 10 Weekly (None, Weekly, Twice per month, Bi-weekly, Monthly) Password1 Yes (Yes or No)
FirstName2 LastName2 – Remove or change email@example.com User (User or Manager) Team1 (This will assign existing team, but not create new team) Project3 (This will assign existing project, but not create new project) Yes (Yes or No) 20 Monthly (None, Weekly, Twice per month, Bi-weekly, Monthly) Password2 Yes (Yes or No)

Below is a sample new user:

Name Email Role Teams Projects Require timesheet approval Hourly Pay rate Pay period Password Required password change
Sebastian Bruges sebastian@hubstaff.com User Admin 55 Twin Lane Yes 10 Weekly Abcd1234! No

Step 5

When ready, upload the file by either clicking Browse files, or dragging the finished CSV file on the import dialog, then click the Import button.

import members create account browse files

Step 6

You’ll see a notification on the top right of the screen letting you know that you will receive an email when the import has completed.

notice your file is being processed

Step 7

Finally, you’ll receive an email notification letting you know the import has succeeded, or if there are any issues with the import.

import members email notification

Step 8

Now, you can see the new user/s added on the Members page.

new import user members page

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account add bulk import member members people provisioning team upload
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