Skip to main content

Bulk Registering and Editing User Information in User Profiles via CSV File

Updated
[Notice of UI Terminology Changes]
Along with sequential updates, the term "Member" in the help pages is being changed to "User," and "Employee ID" is being changed to "User ID." If your screen still displays "Member" or "Employee ID," please note that these correspond to "User" and "User ID" as used in this help documentation. For more details on the background of this change, please check this announcement.

This page explains how to bulk register employee information into Josys's User Profiles using a CSV file.

Overview

This page explains how to bulk register employee information into Josys's User Profiles using a CSV file.

Even if you have created your User Profiles by integrating with external SaaS tools via External Data Sources, only "Departments" (and "Status" for SmartHR) will be overwritten automatically. Therefore, if there are updates to other fields, you will need to update them manually, making this CSV import feature highly useful.

For registration methods other than CSV bulk import, please refer to the following page.
Reference: Registering Employees (Adding to User Profiles)

Additionally, we offer the "Data Refinery" feature powered by Josys AI, which automatically identifies information from column names even if they do not match our standard format. Please check this feature as well.

Reference: Importing Data Using Data Refinery

Intended Audience

IT administrators who want to create User Profiles using CSV bulk import.

CSV Import Specifications

If the same User ID or email address already exists in the User Profiles:
The employee's information will be overwritten and updated with the contents of the CSV file.

If the corresponding User ID or email address does not exist in the User Profiles:
They will be newly registered as a new employee.

Steps

1. Creating a CSV File

  1. Click "Users" in the left sidebar of Josys to open the User Profiles.
  2. Click the "Download" button in the upper right corner.
  3. Click "All Users."
  4. Click "Scheduled Tasks" in the left sidebar of Josys.
  5. Once the CSV generation is complete, download the CSV file.
    If it is not complete, wait a few seconds, reload the page, and then download the CSV file once it is finished.
  6. Open the downloaded CSV file.
    The file will contain at least one already registered employee.
  7. Enter the employee information you want to register into the CSV file.
  8. Delete the "Apps" column, which indicates the number of integrated apps, and save the file.
    *If you do not delete this column, an error prompting you to check the CSV headers will be displayed.
⚠️The "Role" column, which indicates permissions on Josys, cannot be modified via CSV. Importing the file with this column edited will cause an error. Please import without editing this column, or delete the column before importing.
⚠️Columns such as "(App Name) Account ID" or "(App Name) Username" output in the CSV represent the mapping IDs for integrated apps.
Reference: Bulk Registering Mapping IDs via CSV

2. Importing the CSV File

  1. Click "Users" in the left sidebar of Josys to open the User Profiles.
  2. Click "+ Register" in the upper right corner.
  3. Options will be displayed; click "Bulk Register Users via CSV."
  4. A pop-up window will appear. Upload the CSV file you created.

    If the same User ID/email address already exists in the User Profiles:
    The employee's information will be overwritten with the contents of the CSV file.

    If the User ID/email address does not exist in the User Profiles:
    They will be added as a new employee.
  5. Click "Import File" in the bottom right corner.

Steps for Changing Email Addresses

〈If User IDs are registered〉
By using the User ID as a key, you can bulk update email addresses via CSV import.

〈If User IDs are not registered〉
If there are no User IDs, you can temporarily utilize the "User ID" field to bulk update email addresses via CSV import.

Reference: Bulk Updating User Email Addresses via CSV

Important Notes on Uploading

〈Notes on the CSV file to upload〉

  • When uploading a downloaded CSV file, please delete the "Apps" column (indicating the number of integrated apps) and the "Role" column (indicating permissions) before uploading. If they are not deleted, an error prompting you to check the CSV headers will be displayed.
  • There is a limit of up to 5,000 rows per upload.
    If your file exceeds 5,000 rows, please split the file before uploading.
  • Please avoid using system-dependent characters in the CSV file. For example, using characters like "①" will cause an error such as “\\x???” from Windows31J to UTF-8. Please replace them with characters like "1" or remove them.

〈Notes on deletion〉

  • Users can only be deleted via the UI. Even if you delete an existing user from the CSV file and re-upload it, that user will not be deleted from Josys.

Frequently Asked Questions

Q. Why can't I import the CSV file even though I edited the exported CSV and tried to upload it directly?
A. Please delete the "Apps" and "Role" columns before importing.

Q. The data import failed, but I don't know the reason for the failure.
A. Click "Scheduled Tasks" in the menu, and then click the row for "CSV Registration." You can check which row has what error.

Related Page: Bulk Registering Mapping IDs via CSV

Related articles