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Bulk Staff Import and Process

Bulk Staff Import and Process lets you create or update staff accounts in bulk using a CSV file — upload the file, review a full preview of exactly what will happen, then confirm.

This workflow is typically used for mass staff updates tied to SIS or HR exports when automated staff imports are not configured.

Nothing changes until you confirm

Uploading and clicking Preview & Process Staff Import only shows you what will happen — a summary of new versus existing staff, any unrecognized CSV columns awaiting a decision, and any rows that will be skipped. No staff accounts are created or updated until you click Confirm & Import on the preview screen.

Permission Required

To access System Utilities, you need the Manage Settings permission assigned to your role.

Looking to automate this?

If your HR system can export a nightly CSV, point it at SFTP and let Manage1to1 import it automatically every night — no clicking required. See Uploading Student, Staff & Guardian CSVs via SFTP. The column layout below applies to the SFTP staff.csv file too.

The SFTP path adds two behaviors the in-app utility doesn't have, both configured at Settings → System Automation:

  • Enable Automatic Staff Import — runs the nightly import.
  • Override Staff Passwords... — replaces existing passwords with what's in the CSV (off by default).

Unlike students and guardians, there is no missing-staff deactivation toggle. Staff who leave the district must be deactivated manually or via your own process — the importer never auto-deactivates a staff record just because they fall out of the file.

Understanding Bulk Staff Import​

Think of bulk staff import as manual CSV-based staff account management - you prepare a staff data file from your HR system or SIS, upload it for staging, and then process it to create or update staff user accounts.

What this utility does:

  • Uploads a staff CSV into a staging area
  • Processes the CSV to create or update staff user records
  • Handles building assignments and profile fields
  • Provides a delete option if the wrong file is uploaded

When to use:

  • OneRoster/automated staff imports are not configured
  • One-time staff data corrections needed
  • Beginning of year staff additions from HR export
  • Bulk updating staff profile fields or building assignments

When NOT to use:

  • OneRoster is enabled for staff (use OneRoster sync instead)
  • Automated CSV staff imports are configured (use Automation Settings)
  • Adding single staff member (use manual staff creation)

The Two-Step Workflow​

Step 1: Upload the Staff CSV​

Upload prepares the file for processing but does not make changes yet.

How to upload:

  1. Navigate to Settings → System Utilities → Users tab
  2. Locate Bulk Staff Import/Update
  3. Download the CSV Import Template
  4. Populate the template with staff records
  5. Upload the CSV using the upload area

What happens:

  • File is validated for format
  • CSV is staged in system for processing
  • No staff accounts are created or modified yet

Step 2: Preview the Import​

Clicking Preview & Process Staff Import reads the staged file and shows you a summary — it does not write anything yet.

How to preview:

  1. Locate Bulk Staff Process
  2. Confirm the system shows a file is present (timestamp displayed)
  3. Click Preview & Process Staff Import
  4. Review the preview screen (covered in Reviewing the Preview below)

Step 3: Confirm the Import​

When the preview looks right, click Confirm & Import to apply the changes.

What happens:

  • Staff accounts are created or updated
  • Any custom fields you chose to create are added
  • Building assignments applied
  • Profile fields populated
  • Rows flagged as skipped are left untouched

If anything looks wrong, click Cancel instead — nothing is written and you can fix and re-upload the CSV.

Reviewing the Preview​

The preview screen is the heart of the import. It opens after you click Preview & Process Staff Import and summarizes exactly what confirming will do.

The staff import preview showing summary cards and unrecognized-column decisions

Summary cards​

The cards across the top give you the totals at a glance:

  • New Staff — accounts that will be created
  • Existing Staff — accounts already in Manage1to1 that will be updated
  • New Fields — columns in the file that don't match a standard field or an existing custom field and need a decision from you
  • Rows Skipped — rows missing required data; these are left out of the import

Custom-field decisions​

When a column in your CSV isn't a standard field or a custom field you already have, Manage1to1 doesn't guess — it lists the column under Unrecognized columns in this file and asks. Each unrecognized column gets a card with three choices:

  • Match existing — map the column to a custom field you already have.
  • Create new — create a new custom field. The Field name is filled in from the column header, and you pick a Type (Text, Textarea, Dropdown, Checkbox, Link, or Password). The field is created when you confirm; you finish configuring it later under Settings.
  • Ignore — skip that column. It isn't imported.

Skipped rows​

Rows missing required data are grouped into a collapsible rows will be skipped notice. Expand it to see which rows were left out, fix them in your CSV, and re-upload if you want them included.

CSV Template and Requirements​

Download the Template​

Use the CSV Import Template button to download the expected format.

Important: Template columns vary by district configuration. Always download the template from your environment.

Common columns:

  • Staff ID (required)
  • First Name
  • Last Name
  • Email Address
  • Building ID
  • Role or Department
  • Username
  • Password (optional)

Column requirements:

  • Headers must match template exactly
  • Staff IDs must be unique
  • Building IDs must match existing buildings in Manage1to1
  • Email addresses should be valid

Before You Upload​

Checklist:

  • ✓ Confirm required columns match the template exactly
  • ✓ Confirm building or location values match configured buildings
  • ✓ Confirm staff identifiers are consistent with your authoritative export
  • ✓ Remove test rows or header comments
  • ✓ Ensure file is saved as CSV (not Excel .xlsx)

Common mistakes to avoid:

  • Misspelled building codes
  • Duplicate staff IDs
  • Missing required fields

Delete Option​

If the uploaded file is incorrect, delete it and re-upload.

How to delete:

  1. Locate Bulk Staff Process
  2. Click Delete Staff CSV File
  3. File is removed from staging
  4. Re-upload the correct file using Bulk Staff Import/Update

When to delete:

  • Wrong file uploaded
  • Errors found in CSV after uploading
  • Need to make changes before processing

Important: Delete must be done BEFORE processing. Once processed, changes are applied and cannot be undone by deleting the CSV.

Verification Steps​

After processing, confirm changes were applied correctly.

What to check:

  • Staff accounts were created or updated correctly
  • Role, permissions, and building assignments reflect expectations
  • Email addresses are correct
  • Staff count matches expected total

Recommended verification:

  1. Run staff user report
  2. Check 5-10 staff profiles manually
  3. Verify building assignments
  4. Test staff logins for sample accounts (if applicable)

If problems found:

  • Review CSV for errors
  • Check building ID alignment
  • Verify required fields were populated
  • Contact Manage1to1 Support if import results are unexpected

Best Practices​

✅ Do:

  • Download template from your environment
  • Test with small CSV (5-10 staff) before processing full file
  • Verify building IDs match Manage1to1 buildings exactly
  • Review uploaded file timestamp before processing
  • Coordinate with staff before changing login credentials

❌ Don't:

  • Click Confirm & Import without reading the preview summary and resolving every unrecognized-column decision
  • Use building codes that don't exist in Manage1to1
  • Upload CSV with hundreds of rows without testing
  • Process same file multiple times
  • Include sensitive HR data not needed for Manage1to1

Common Questions​

Q: What happens to existing staff not in the CSV? Nothing. Bulk import only affects staff included in the CSV. Existing staff not in the file remain unchanged.

Q: Can I update existing staff with this utility? Yes. If a staff ID already exists, the import updates that staff member's profile fields with values from the CSV.

Q: Will this give staff admin access to Manage1to1? No. Bulk staff import creates staff user accounts (for device checkouts, support tickets, etc.). To grant admin access, use Administrator management separately.

Q: Can I upload multiple CSV files before processing? No. Only one CSV can be staged at a time. Process or delete the current file before uploading another.

Q: How long does processing take? Depends on file size. Small files (50 staff): seconds. Large files (500+ staff): 1-2 minutes.

Q: What if I process the same CSV twice? Staff already in the system will be updated again with the same values. This is generally harmless but unnecessary.

Q: Can staff import assign admin roles? No. Staff import creates basic staff user accounts. Admin role assignment must be done separately through Administrator management.

Q: My CSV has an extra column that isn't a standard field — what happens? The preview lists it under Unrecognized columns in this file and asks you to match it to an existing custom field, create a new one, or ignore it. Nothing is imported until you confirm.

Q: Can I still cancel after clicking Preview & Process Staff Import? Yes. The preview writes nothing. Click Cancel to walk away with no changes, or Confirm & Import to apply what the preview shows.

Bulk Staff Import and Process provides efficient staff account management for initial setup, annual updates, and HR system integration when automated imports are not available.

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