How Do I Bulk Import Employees?

Access to the platform is restricted to authorized users only. To onboard a new user, please complete and upload the required user template. 

**Please Note**

All user imports must be completed using a .CSV file format

Supported Fields for Employee Import

• email: Organizational email address of the employee.

• firstname: First name of the employee.

• lastname: Last name of the employee.

• mobile: Mobile number of the employee.

  • Must include a “+” followed by the country code

**All Fields shown above are required for platform functionality**

• defaultTeam_name: Name of the team the employee belongs to (e.g., “All Company”).

• defaultCostCenter_code: Numeric code representing the employee’s cost center (e.g., “1001”).

• timezone: The timezone in which the employee will primarily access the platform. Refer to the Time Zone Abbreviations Table for acceptable values.

• employeeId: unique Employee Identification number
• subsidiary_code: Numeric code representing the employee’s subsidiary (e.g., “1001”).

Uploading the File into Custodia

1. Navigate to: My Organization > Org Structure > Employees

2. Click on the three dots icon in the top right corner

3. Select Import

4. Click Choose File and select your completed template

5. Click Upload

6. A notification will appear at the bottom of your screen confirming the upload results

Using Imports to Update User Details

Lets say we have only used the required fields to import the user mike@custodia.ai

Then lets assume we have missed a detail or there was a typo that needs a correction.

Using Unique Identifier fields, you can update the data of an employee record as long as the identifier is in the system. 

Unique Identifier Fields:

• email
• employeeID

Example:

Since mike@custodia.ai has already been uploaded into Custodia, I can then change or add information as needed. To do this - the unique identifier (user email) - must remain the same

Follow the same steps as above to import the .CSV file into the platform. Once uploaded, confirm that all changes and additions are now showing correctly. 

Updating an Existing Email via File Import

If you include a unique identifier field such as employeeID, the platform will overwrite any existing user with the same ID. This includes the email field, which may change over time due to life events (e.g., marriage).

Example:

If your upload includes employeeID = 23, and the system already has a user mike@custodia.ai with the same employee ID, the user’s email will be updated to the one in the uploaded file.

**Steps to Resolve Incorrect Overwrite

If an incorrect overwrite occurs:

1. Terminate both affected users

2. Terminate all associated cards

3. Recreate both users manually