Bulk User Uploads

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If you have a large number of employees, it may be more efficient to create your user invitations all at once instead of one at a time. A bulk user upload will allow you to do that. Using a CSV file, you can supply all the information needed to create user invitations, then upload it into the Keycafe app.

User Uploads on Mobile

Note that bulk user uploads can only be done on the desktop app.

Assigning Key Permissions

Currently, you still need to assign key permissions to each user after they have been uploaded.

 

Create a CSV Import File

The following tables list the fields that you can include in the file, depending on what type of user you are inviting:

 

Full Users

A full user account is for employees or staff who will access our iOS, Android, or desktop applications for advanced functionality, such as administering users, permissioning keys, reviewing logs, etc. A full user will be invited to securely register an account with Keycafe using their email and mobile number. The user will be in control of their own credentials and two factor authentication settings within their account. We recommend this type of account for corporate users who access and utilize productivity software regularly at your company.

Field Description
First Name The user’s first name.
Last Name The user’s last name.
Email Address The user’s email address. (REQUIRED)
Send Invitation Whether to send the user an email invitation with instructions on how to accept. Must be "true" or "false".
Send Welcome Email Whether to send a welcome email if the user already has an account under the email address provided. Must be "true" or "false".
SmartBox User Whether to invite the user as a Full User or a Smartbox User. Must be "true" or "false". To create a Full User, use "false".
Badge Code The user’s User Badge serial number, if they have one.
Generate Access Code Whether to generate an access code for the user. Must be "true" or "false".

 

SmartBox Users

A SmartBox User is for employees or staff who will do periodic key exchanges using a passcode you provide them but do not require advanced functionality. The account is created immediately, controlled by you and no registration is required from the user. The user will not be able to login to our iOS, Android, or desktop applications and cannot perform administrative functions such as controlling key permissions. These users will only be able to interact with your SmartBoxes to pick up and drop off keys using a passcode or badge you provide them.

Field Description
First Name The user’s first name. (REQUIRED)
Last Name The user’s last name. (REQUIRED)
Email Address The user’s email address.
Send Invitation Invitation emails cannot be sent to Smartbox Users, this must be "false".
Send Welcome Email Whether to send a welcome email if an email address is provided. Must be "true" or "false".
SmartBox User Whether to invite the user as a Full User or a Smartbox User. Must be "true" or "false". To create a SmartBox User, use "true".
Badge Code The user’s User Badge serial number, if they have one.
Generate Access Code Whether to generate an access code for the user. Must be "true" or "false".

 

Download Sample Import File

Download our CSV template to help you best organize your data before importing.

Sample CSV Import File

 

Upload Your Users

Screen Shot 2023-10-12 at 11.04.46 PM.png

  1. Log in to Keycafe desktop.
  2. Select Settings.
  3. Select Imports, then Import User Invitations.
  4. Click on Choose File to select a CSV file from your computer.
  5. Select Import Data.

Your import is added to the queue and the users are added when the import process is complete. You can visit the Imports page to check your progress at any time.

Viewing Full Users After Inviting

If you have uploaded Full Users, you will see them under the Invited filter on the Users tab. Once they create an account with Keycafe, they will appear under the All filter.

invited-filter.png

Import Errors

If an import fails, you can view the error and make the appropriate fix.

InviteError.png

 

Import Limitations

There are also the following limitations to bulk uploading your users:

  • You must confirm your email address before importing users.
  • You can import a maximum of 1000 users per month if you are on a paid plan, or 250 per month if you have only confirmed your email address.
  • The import CSV data file cannot be larger than 2 MB.
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