How to import and manage users with a CSV file

Importing employee data with a CSV file is a simple and effective way to add or update users in Kudos in bulk. With the provided CSV template, you can quickly structure your employee information and upload it directly into the platform. This method gives you flexibility, whether you’re preparing for launch, making organization-wide updates, or adding groups of employees who aren’t captured in your HRIS integration.

Like an HRIS integration, CSV imports ensure your HR records are captured accurately in Kudos; the advantage is that user records are automatically created at the same time, so you can go straight into the Users & teams section. CSV uploads can also complement your HRIS integration, giving you a reliable way to handle pilots, special cases, or temporary employees.

If you'd like to optimize or automate your HR record import, consider these alternative methods:

• How to import and manage users with an HRIS integration
• How to import and manage users with a File Transfer Protocol (FTP)

• Bulk importing user records before launch when an HRIS integration is not available
• Bulk updating user records for a group of employees (e.g., new department or role assignments)
• Adding contractors, interns, or temporary employees not stored in your HRIS
• Testing or piloting Kudos with a subset of employees before a full rollout

Importing users

1. In the Admin menu, go to User management > Users & teams.
2. Click Bulk import users.

Prepare your CSV file

1. Download the CSV template to ensure your file is formatted correctly.
2. Populate the template with your HR data.
3. Decide how to match users: by email address or employee number (recommended for consistency). This choice controls how existing users are matched, how duplicates are detected, and how managers are referenced in the Manager column (emails if you chose Email address, employee numbers if you chose Employee number).

Note: Follow the formatting rules carefully, common errors include missing required fields or incorrect column headers (refer to the CSV template formatting section below).

Define your upload settings

1. Enable Update existing users if you want to apply new data to matched users. 
   • This will also give you the option to clear existing data. If Delete data from empty cells is checked, empty cells in your CSV will delete the corresponding data on existing users. If unchecked, empty cells will be skipped.
2. Enable Send invite email to new users if you want to automatically invite new users to Kudos (leave unchecked if you prefer to invite new users manually later on).

Upload and validate your CSV file

1. Drag and drop your CSV file, or click Select a file
2. Click Import. The system will:
   • Validate your file format
   • Compare your data against existing HR records in Kudos
   • Highlight any errors for correction before processing
3. Review the validation results:
   • If errors are shown, edit your original file, save it, and upload again.
   • Once validation passes, click Import again to complete the provisioning.

CSV template formatting

Your CSV file must include specific fields and formats. Use the table below as a guide. The column headers listed from top to bottom represent the correct order from left to right in the CSV template.

Managing users

Like an HRIS integration, CSV imports ensure your HR records are captured accurately in Kudos as employee records. The advantage is that user records are also created and updated with each import, so you only need to work from the Users & teams section.

1. New hires: If Send invite email to new users was checked during import, new users automatically receive an email invitation and their status shows as Invitation sent. If Send invite email to new users was not checked:
   • New users show as Account created
   • Go to Users & teams, filter by Account created, and send invitations when ready (find out more in this article: How to invite users)
2. Updates: User records should match your HR data and cannot be edited manually in Kudos. To make updates, adjust your CSV file and re-import it; records in your CSV file that match existing records based on Email address or Employee Id will be updated with the new data.
3. Departures: You can manually archive terminated users from the Users table for immediate access removal. Alternatively, employees can be archived with your next CSV upload in 1 of 2 ways:
   • Changing their Active status from true to false
   • Adding a termination date

• Always start with the downloadable CSV template to prevent formatting issues.
• Use Employee ID as your primary identifier if available; it avoids conflicts when emails change.
• Leave “Send invite email” unchecked during setup to allow time for assigning teams or points before launch
• Use the filters on the Users & teams page to quickly find records by status (e.g., Account created or Invitation sent)
• Keep your original file saved for reference in case you need to troubleshoot or re-import.
• Remember: HRIS integration is recommended over CSV when possible, as it automates data syncs and reduces manual work.

Q: Can I update existing records with CSV import?
A: Yes. If you use the same unique identifier (email or employee number), records will be updated instead of duplicated.

Q: Can I send invites later if I don’t select that option during import?
A: Yes. You can invite users later from the Users table by filtering for Account created and using the bulk invite tool.

Q: Will users get notified right away?
A: Only if you check “Send invite email to new users.” Otherwise, they won’t be notified until you trigger invites manually.

Q: How do I match users from my CSV file to existing users in the system?
A: If the Email address OR Employee Id in your list matches an existing user record, that user record will be updated with the new data or flagged as a potential duplicate.

Q: How many rows can I include in my CSV file?
A: The maximum number of rows in a CSV file used to import user data into Kudos is 10,000.

Q: How do I match managers to employees?
A: The same way you match existing users, by providing a valid Email address or Employee Id for the manager. 

Problem: Import fails or shows errors

• Verify you’re using the correct CSV template
• Ensure all mandatory fields (First Name, Last Name, Email or Employee ID) are filled
• Check that dates use the correct YYYY-MM-DD format
• Remove spaces after commas in multi-value fields (e.g., Groups)

Problem: Duplicate records created

• Confirm you’re consistently using the same unique identifier across imports (email or employee number)
• Use employee number instead of email if emails frequently change
• Archive duplicate records from the Users table

Problem: Imported users not appearing in Kudos

• Verify the status of the newly imported users
• Check that Active = true in your CSV file
• Verify that you’ve completed the final Import step after validation

Problem: Changes in CSV not reflected in Kudos

• Make sure you updated the correct identifier (email or employee number)
• Re-import the corrected CSV file
• Confirm the import completed without errors