Bulk Add, Update, and Remove Users

Overview

The Bulk User Management feature allows Super Admins to add, update, and deactivate multiple users at once using a CSV file. This is useful when onboarding large teams or making widespread user management changes.

Availability: Bulk User Management is available on select subscription plans. If you don't see this feature, contact hire@trakstar.com to learn about upgrading your plan.

Watch the video below, or read on to learn more about bulk managing your users! 

Access Bulk User Management

To open the Bulk User Management page:

1. Navigate to Settings.
2. Select Company Settings.
3. Select Users.

4. Click Bulk Manage in the upper-right corner.

   

Download the User CSV

The Add & Update Users section allows you to download a CSV containing your current users.

1. Click Download.
2. Open the CSV in your preferred spreadsheet application.

3. Update the existing rows or add new users to the blank rows provided as mentioned in the instructions.

   

   The full list of fields for adding, editing, or removing users are as follows - all fields marked with an (*) are required:

   1. ID: Will be automatically assigned for new users - no need to edit.
   2. FULL_NAME*
   3. USER_EMAIL*
   4. USER_ROLE*: Roles include super_admin, recruiter, hiring_team_member, recruitment_manager, team_member, external_agency, or employee
   5. ACTION*: Add/Remove/Update/No action
   6. TRANSFER_OPENINGS_TO: In case a user is being removed
   7. TRANSFER_CANDIDATES_TO: In case a user is being removed
   8. TRANSFER_OTHER_TASKS_TO: In case a user is being removed

Add New Users

The steps to add, edit, or remove users all follow the same process. What changes will be the contents of the file at the moment you edit it and upload it to the system.

To create new users:

1. Enter the required information in a new row.
2. Complete the required fields:
   • FULL_NAME
   • USER_EMAIL
   • USER_ROLE
3. Enter Add in the ACTION column.

4. Leave the ID field blank for new users.

   

5. Save the file as a CSV.

   
   

Available User Roles

The USER_ROLE field accepts the following values:

• super_admin
• recruiter
• hiring_team_member
• recruitment_manager
• team_member
• external_agency
• employee

Update Existing Users

To modify an existing user's information or role:

1. Edit the appropriate row in the CSV.
2. Update the desired fields.
3. Enter Update in the ACTION column.
4. Save the CSV.

Remove (Deactivate) Users

To deactivate a user:

1. Enter Remove in the ACTION column.
2. Complete the transfer fields, if necessary:
   • TRANSFER_OPENINGS_TO
   • TRANSFER_CANDIDATES_TO
   • TRANSFER_OTHER_TASKS_TO
3. Save the CSV.

Important: Users cannot be deactivated while they still own pending openings, candidates, or other assigned tasks. Those responsibilities must first be transferred to another user.

Import the CSV

After completing your updates:

1. Return to Bulk User Management.
2. Click Import Users.

3. Select your completed CSV file.

   

When processing finishes, you'll receive a status email showing:

• Successfully processed users.
• Any validation errors.
• Instructions for correcting errors and re-uploading the file if needed.

Best Practices

• Review all data before uploading.
• Leave the ID field blank for new users.
• Ensure required fields are completed.
• Transfer ownership before removing users.
• Save the file as a CSV before importing.

Have any questions?  Feel free to reach out to us at hire@trakstar.com - we're here to help!