The bulk import and export tools allow you to manage your entire organization at once. Whether you are adding a new department, updating job titles, or deactivating users, using a CSV/Excel file ensures your data remains consistent and accurate.
📌 Note: Before performing a bulk import, ensure you have created any necessary Custom Fields or Groups in Settings > Custom Fields and Groups. This allows the import tool to recognize and map the data columns correctly.
Export your user list
Exporting your database is the first step when you need to perform a bulk update.
Navigate to People tab.
Click Export users to .xlsx button (the file will be sent to your email inbox in .xlsx format).
Open the file to modify existing data, such as emails, jobs, departments, or managers.
⚠️ Important: Never modify the javelo_unique_ID column. This ID is generated by Javelo to map the data in each row to the correct user within the application.
Import users via file
Once your data is prepared in an Excel format, you can upload it to the platform.
Prepare your file
To prevent errors, ensure your file follows these rules:
Remove Hyperlinks: Ensure no blue clickable links remain (Right-click > Remove Hyperlinks).
No Duplicates: Each employee must appear only once.
No Blank Lines: Remove any empty rows between or after your data.
Manager Verification: Ensure no employee is their own manager. The manager’s email must also exist in the employee list.
Date Format: Use dd-mm-yyyy.
Click on Download an example file in the People tab if you need a template.
Upload the file
In the People tab, click Import by file.
Upload your file.
Select your import options:
Deactivate missing employees from the imported file: Select this if you want to remove access for anyone missing from your document.
Allow identifiers changes: Enable this to allow identifiers changes (email address or "external_user_id") from the imported file.
Click Import your employees.
Select whether to invite imported users that are not yet in your company account.
Click Import your employees.
Deactivate users via import
If you choose to deactivate users by removing them from your import file, you must manually confirm this action to prevent accidental data loss.
Confirm deactivation
Navigate to People > Import by file > Users import history.
Locate the most recent import.
Click the three dots (...) next to the import.
Select See users ready to be disabled.
Click Deactivate all users.
⚠️ Important: This manual confirmation must be performed for each deactivation cycle conducted via import. Users will remain active until this step is completed.
Add users without email addresses
For employees who log in via a registration number instead of an email:
Leave the Email column empty.
Fill in the externalID column with the unique registration number.
Use the manager_externalID column if their manager also logs in via a number.
📌 Note: If you want to switch users from email-based login to matricule, make sure to enable the Allow identifiers changes option during the import.
Troubleshooting import errors
If your import fails, you will receive an email report. Common issues include:
Email Format: Check for accidental spaces before or after email addresses.
Duplicate Emails: Each email address can only be used once in the system.
Modified Headers: Do not change the text in the top header row of the sample file.
Manual Columns: Do not add new columns manually. Instead, create a Custom Field in the platform first, then download a new sample file.