Skip to main content
日本語

User CSV File Format

Updated
[Notice of UI Terminology Changes]
As part of our ongoing updates, we are gradually changing the term "Member" to "User" and "Employee ID" to "User ID" within our help pages. If your current screen still displays "Member" or "Employee ID," please read them as "User" or "User ID" while referring to this help documentation. For more details on the background of this change, please check this announcement.

CSV Sample File

The CSV file format varies depending on your environment and the fields you use.

  1. Select "Users" from the left sidebar of the Josys admin screen to open the User Profiles page.
  2. Download the CSV file by clicking the "Download" button at the top right of the User Profiles page.
    The downloaded CSV file will be registered in "Scheduled Tasks" in the Josys admin screen sidebar.
    You can download the CSV file from the details screen.
  3. The downloaded CSV file will contain at least one already registered employee.
    Please edit and use this CSV file.

⚠️ Important Notes on Characters

  1. Please do not use platform-dependent characters in the CSV file.
    For example, using the character "①" will cause the error “\\x???” from Windows31J to UTF-8.
    Please change it to a non-platform-dependent character such as "1" or remove the character.
  2. Do not edit the column headers in the first row. Use them exactly as they were downloaded.
  3. For Custom Fields with the "Number" data type, you cannot import numbers starting with "0" or symbols such as apostrophes ( ' ). 
    Therefore, if you need to manage numbers starting with "0" or symbols, set the data type to "Text" instead of "Number" when creating the Custom Fields, and then upload the file. 

Reference: Setting Up Custom Fields

⚠️ Important Notes on Uploading

  1. Before uploading the downloaded CSV file, please delete the "Apps" column, which indicates the number of integrated apps, and then update.
    → If you do not delete it, the error Please check the CSV header will occur.

  2. If the "Employee identities have an invalid value" error is displayed 
    If this error is displayed when uploading the CSV file, it is due to one of the following reasons. Please take action according to the cause.

    ・Duplicate Email Address
     This occurs because you are trying to register an email address that is already registered in Josys as a separate, duplicate record.

    ・Limitation on linking unmanaged users with a specific status (Approved) 
    This is due to a system limitation where unmanaged users with the "Approved" status cannot be automatically linked to users when registering or updating them in the User Profiles via CSV. 
    (* This is scheduled to be fixed around summer 2026.)

CSV Format

Employee CSV Field List

Field Name Required Example Description
User ID Conditionally Required 26012 Either User ID or Email Address is required.


・Must be unique within the organization.
・If an existing record with the same ID exists, it will be overwritten.
・Treated as a text string. If it starts with a zero, you must enter an apostrophe ( ' ) in spreadsheet software to prevent the zero from being omitted.
Last Name Required Tanaka -
First Name Required Ichiro -
Status Required Active This is the "Status" field on the Josys admin screen.
"Archived" is the status used when a user is set as an archived user in GWS.
[Allowed Values]
Onboarded, Active, Suspended, Offboarded, Deleted, Other, Archived
User Type Optional   [Allowed Values]
Executive, Full-time Employee, Temporary Employee, Contractor, Part-time Employee, Contract Employee, Seconded Employee, External, System, Other
Email Address Conditionally Required i.tanaka@example.com Either User ID or Email Address is required.
・Must be unique within the organization.
・If no employee ID is assigned, and an existing record with the same email address exists, it will be overwritten.
・Used for login control.
Departments Optional Marketing Division/Design Team 1 To set multiple departments, separate them with |. You can also set a department hierarchy by continuing with /.
[Example] XX Division/YY Department/ZZ Section|AA Section
If you want to register multiple departments with a hierarchical structure, enter them as follows:
[Example] AAA/BBB|AAA/CCC/DDD
The maximum number of departments displayed on the product screen is 200. For department names like "AAA/BBB", the top-level AAA is counted as 1 (the lower-level BBB is not counted toward the display limit).
Job Title Optional Engineer -
Start Date Optional 2020-12-15 ・Enter in YYYY-MM-DD or YYYY/MM/DD format.
End Date Optional 2020-12-15 ・Enter in YYYY-MM-DD or YYYY/MM/DD format.
Memo Optional - -
Work Location Code Optional 1 You can link an employee to a work location by entering the location code assigned to the location registered in Settings > Work Locations.
Username Optional i.tanaka ・This is the PC login name or the name used during cloud app provisioning.
・It does not need to match the local part of the email address. ・Must be unique within the organization.
Personal Email Address Optional ichiro@example.net ・Used to send initial password instructions to employees before they join the company.
・If no employee ID or email address is assigned, and an existing record with the same personal email address exists, it will be overwritten.
Role Optional IT Admin This is the role indicating the access permissions in Josys. Users with the IT Admin role can log in to Josys.

Roles cannot be changed via CSV. For newly registered users, leave this value blank. For users whose information is being overwritten, do not change the value.
【
Please enter this only for users who require IT Admin permissions.】

Newly registered users: Leave the value blank.

Users whose information is being overwritten: Do not change the value. To specify multiple roles, separate them with |. (Example: User|IT Admin)

Related articles