Managing Users via CSV Import (Create, Update & Suspend) Overview

The CSV Import tool allows you to bulk upload and manage users without requiring an active integration. This is especially useful when importing data from an HRIS or identity management system (IMS), such as during implementation or when managing users manually.

Typical use cases include:

• Bulk user creation when no HRIS or IMS integration is available

• Pre-provisioning users during the implementation phase before enabling an integration

• Importing a manager hierarchy for reporting structures or permissions

• Adding a manager hierarchy when using Okta for user provisioning (Okta does not support hierarchical data)

• Bulk editing user profiles when changes are needed but no integration is in place

Creating Users via CSV

Before you can import users into your platform, you'll need to prepare a CSV file in the correct format. Each column header in your CSV must match the Ref of a field in the platform exactly, including case sensitivity.

Standard Fields

*Required

Custom Fields

Your organisation may also have one or more custom fields, which allow you to tailor user profiles based on internal needs (e.g., Department, Location, Job Role). These fields are optional for user creation but typically required for segmentation or permissions.

Important Notes

• Fields such as ref and managerRef must match the case used in the platform.

• If users will log in using their Ref (i.e. loginMethod is set to ref), the email column header must still be present in the CSV — but the cell can be left blank.

• If loginMethod is set to ref, the ref must not include @ symbols or spaces.

Updating Users via CSV

You can use the CSV import tool to update existing users in bulk. This is useful when making changes such as updating names, emails, manager relationships, or custom field values.

*Required

+ any custom or standard fields

Important Things to Note

• The ref field cannot be updated via CSV. This field is a unique identifier and must remain consistent for each user.

• Blank values in custom fields will overwrite existing data. If a custom field is included in the CSV with no value, any existing value for that field will be cleared.

• Blank values in standard fields will not overwrite existing data. If a standard field is left blank, the current value will remain unchanged.

• If a user’s loginMethod is set to ref, this field must be included in the update CSV. Omitting it will result in the user's login method defaulting to login with email.

• The ref field is case sensitive. Inconsistent casing can result in failed updates or duplicate user records.

• The ref field cannot contain spaces or the @ symbol if loginMethod is set to ref.

• If your organisation uses SSO, the sso field must be included in the CSV. If omitted, users may be able to manually activate their account and bypass SSO login.

Suspending users via CSV

You can deactivate a user when they leave your organisation or no longer require access to the Thrive platform. In  Thrive, this process is referred to as suspending the user account.

Users can be suspended individually through the platform UI, or in bulk via the CSV Import tool.

*Required

You can deactivate users in bulk when they leave your organisation or no longer require access to the Thrive platform. This process is referred to as suspending the user account.

To suspend users via CSV, set  the suspended field to TRUE for the users you wish to deactivate.

CSV Format

Each row in the CSV must contain the following required columns for each user:

• Ref

• First Name

• Last Name

• Email Address

All other columns, such as custom fields, are optional. You can also include rows to create or update other users at the same time if needed.

License Management

Suspending users frees up the corresponding licenses within your platform. Each enabled user counts toward your total user license limit. However, when you suspend a user, you can reuse their license for a new user.

For example, if you have 1,000 user licenses and 1,000 enabled users, suspending 100 users allows you to create 100 new users, and your user license usage will remain at 1,000.

CSV Import technical information

CSV Import Limits

The CSV import tool can handle large volumes of data, with a maximum capacity of 15,000 rows per import. However, for optimal performance and to reduce the likelihood of timeouts, we recommend uploading CSV files with no more than 5,000 rows. This will also make reviewing and resolving any errors easier.

CSV Import Errors

Before importing, the platform will check your CSV file for any errors. If any issues are found, the import will fail and cannot proceed until the errors are resolved.

The platform will provide detailed information about which rows contain errors and specify what the issues are, so you can correct the data in the CSV file. Once the necessary corrections are made, you can re-run the import.

Example

CSV Import Logs

You can view the logs of previous CSV imports to track which users were created or updated, as well as when the import was run. This feature allows you to easily monitor the progress of imports and review any details or discrepancies related to past uploads.

To access import logs

1. On the Thrive dashboard, go to to Manage > Users > Upload.
   

2. Click UPLOAD HISTORY.

3. Click View Log next to the specific import you wish to review.
   

The log provides a detailed record of each import, including the users affected and any potential issues that may have occurred during the process.

Common Errors when Importing

"A user already exists with this email - email needs to be unique"

• Cause: This error occurs when a user already exists on the platform with the same email address. This can also happen if the user's reference (Ref) is missing or if the Ref does not match the value in the CSV, typically due to case sensitivity issues.

• Solution: Ensure that each email is unique, and verify that the Ref in the CSV is consistent with the platform's data (case-sensitive).

"This manager ref cannot be found"

• Cause: This error means that the manager reference (managerRef) in the CSV does not correspond to a valid user on the platform. It may either be missing from the CSV or the user referenced does not exist in the system.

• Solution: Ensure that the managerRef refers to a valid user already present on the platform or double-check the references for accuracy in the CSV.