Importing Users

From your

Applies to ,


Whether you’re building a brand new account or updating your existing roster, the user import feature has several benefits and makes maintaining your team’s information easy.

We offer a user import template that streamlines the import process.

With the user import feature, you can:

  • Add all of your users in advance without their email address so you can invite them when you are ready.
  • Make bulk updates to user names, emails, schedules, positions, tags, base pay rate and employee codes, which are impacted by your payroll provider.


  • We recommend using the When I Work user import template for best results.
  • Your user spreadsheet cannot contain any special characters. Make sure your spreadsheet contains only:
    • Letters
    • Numbers
    • Punctuation
    • Spaces
  • The following spreadsheet formats are supported:
    • Microsoft Excel (.xlsx, xls)
    • Comma-separated values (.csv)
  • New users are added and existing user’s profiles are updated during a new user import. Removing schedules, positions, or tags from existing user profiles will impact the user’s upcoming shifts.
  • The import spreadsheet must contain headers.
  • A first name, last name, and one of the following: email, phone number or employee ID is required for each user to complete an import.

Before you begin

  • If you’re starting with an existing account, export your user list and start with that as your source spreadsheet.
  • If you’re starting fresh, download the user import template and fill in all your user’s information.

Import user information

  1. Hover over , then select Users.

  2. Click more More button , then select Import Users.
  3. Click Upload File.
  4. Select and upload your spreadsheet file.
  5. After your file has been uploaded, match any fields that were not automatically matched. Click Continue when your fields are matched.
  6. Review your user import:
    • If you want to invite users immediately, check Send Users and Invite to When I Work.
    • If you need to add seats to your plan to invite more, select Add More Seats.
    • Review the workplace objects that will be created. Correct any issues with your spreadsheet.
  7. Click Import Users.
  8. Click Close after the import completes.
Updated on February 14, 2023

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