Mass Updating Users (unpublished) – api test 3

Learn how to use the Mass Import feature for users!

Please note: this article is primarily for users with a System Admin role.

What's included in this article

Adding New Users via User Upload Tool
- Setting up the Import
- Importing Users
Mass Archiving Users
Updating Users Year-To-Year
- Returning Partners: Removing School Users and Relationships
- Returning Partners: Archive Users Without a Role

Adding New Users via User Upload Tool

Setting up the Import

Click Config > Users.

Click Import from CSV.

New Partners

Click the hyperlink under Step 1 to open the upload template in Google Sheets. Make a copy, then add the relevant information. In addition to column notes, you can refer to this article for guidance on filling out the template. Finally, download as a CSV file.

Returning Partners

Click Config > Users and select Import from CSV. Click the hyperlink under Step 2 to download your district's current user list in the template format. From there, you can add new users, update user information, and mark any departing users via the Archived column. Finally, save your updated CSV.

Importing Users

Click Import from CSV.

After selecting your CSV, you'll need to choose the import type. Click Create AND Update Users (Default) to update any users in the CSV with existing accounts, and create new accounts for anyone not yet in the system. Click Update Users Only to only update specific user fields and not create any new accounts. Then, click Next.

On the next page, you can preview your data and edit any details by clicking into that field if necessary. Press Next when you're ready.

Now you will match data fields. The Matching Key is how Grow matches existing accounts and user information to what's provided in the spreadsheet. You can change the Matching Key from the default of email in the dropdown to another field like Internal ID, if your district uses that instead. Select Do Not Match for any field that you are not currently using. Once you're all set, press Next.

The next step is to Review Groups. This page will display any users marked as Coaches in your upload, and you can select which coaching group setup should be applied to them. Toggling Add to Teachers Group will add the user as an observer to the Teachers group and allow them to see all teachers at their school. The Add to Individual Coaching Group selection will create a separate coaching group for the user within their school and add them as an observer with access to only their specific caseload. You can select both if you prefer, but at least one is required. If the same rules apply to all observers, utilize the Add All button. Press Next when groups are assigned.

The next step is to Validate Data and check your CSV for warnings (which won't cause the import to fail but may cause data abnormalities) and errors (which must be corrected before importing). To begin, click Validate Users.

When the validation process is complete, you'll see the total number of users that were successfully validated along with a list of warnings and/or errors. To fix validation issues, click the orange Fix button next to the message. If the fix applies to other users in your CSV, those warnings will be resolved as well. Once you have no error messages, you may click Next.

You're at the final step! Click Import Users to finalize the process. You'll receive an email to let you know the import has been initiated, as well as a confirmation email with the final results of the import. You may stay on this import page to view progress and results, but the import will continue to run in the background no matter what.

Please note that the import time may vary depending on the size of your CSV.

Once you receive the confirmation email that your users were uploaded successfully, you can view them within Schools or on the general Users page. Make sure you verify your upload was successful before you move onto the next step.

Mass Archiving Users

When you need to remove a group of users, use the "Archived" column in the upload template to make updates. For each user you need to archive, change their row from an "N" to a "Y".

Follow the normal upload process after making your changes, and Grow will handle the archiving process from there.

Updating Users Year-To-Year

Returning Partners: Removing School Users and Relationships

Before updating information for existing users, you will need to first remove all users from your schools. As a reminder, please download your district's current user list (as described above) prior to clearing out schools. If you are a new Grow partner, you can skip this section and move to the next section!

Go to Config > Schools.

Click into each school and scroll to the bottom of the page. Under School Administration Actions, click Remove School Relationships. Once you've removed school relationships, click Remove School Users. Do this for every school in your district that has any staffing changes.

Returning Partners: Archive Users Without a Role

Once you've successfully imported your users, click your name and go to System Settings.

Go to General Settings.

Scroll to the Danger Zone and press Archive users without a role to archive the accounts of any non-returning staff.

Do you have additional questions or needs that were not addressed in this guide? Click the Support and Feedback button on your Grow page or submit a Grow support ticket.