Data Import
Import data in bulk from CSV files to create organizations and users.
Overview
My allows you to import distributors, resellers, customers, and users from CSV files. The import process uses a two-step flow: validate first, then confirm. This ensures you can review and fix any issues before data is created.
Supported Imports
The following resources can be imported:
- Distributors -- Name, VAT, contact details
- Resellers -- Name, VAT, contact details
- Customers -- Name, VAT, contact details
- Users -- Email, name, organization, roles
How to Import
Step 1: Download the Template
Click the Import button and select Download Template. The CSV template contains the correct headers and example rows to guide you.
Step 2: Fill in the CSV
Open the template in a spreadsheet application and fill in your data. Each row represents one entity to create.
Keep the header row exactly as provided. Do not rename, reorder, or remove columns.
Step 3: Upload and Validate
Upload your CSV file. The system validates every row and returns a detailed report:
- Valid rows are ready to be imported
- Error rows have field-level issues (e.g., missing required fields, invalid email format)
- Duplicate rows match existing records in the system
Review the validation report carefully before proceeding.
Step 4: Confirm the Import
Once you are satisfied with the validation results, confirm the import. Only valid rows are created -- error and duplicate rows are automatically skipped. You can also manually exclude specific valid rows before confirming.
Step 5: Review Results
After confirmation, a summary shows how many records were created, skipped, or failed. If any rows failed during creation, the error details are provided for each one.
CSV Format
Organization Columns (Distributors, Resellers, Customers)
| Column | Required | Description |
|---|---|---|
company_name | Yes | Organization name (max 255 characters) |
description | No | Organization description |
vat_number | Yes | VAT number |
address | No | Street address |
city | No | City |
main_contact | No | Primary contact person |
email | No | Contact email (must be valid if provided) |
phone | No | Phone number (international format if provided) |
language | No | Language code: it or en (defaults to it) |
notes | No | Additional notes |
User Columns
| Column | Required | Description |
|---|---|---|
email | Yes | User email address (must be unique) |
name | Yes | Full name (max 255 characters) |
phone | No | Phone number (international format if provided) |
company_name | Yes | Organization name (must exist and be in your hierarchy) |
roles | Yes | Role names separated by ; (e.g., Admin;Support) |
When importing users, the company_name column is matched against existing organizations by name within your visible hierarchy. If the name does not exist or is outside your hierarchy, the row is marked as an error.
Validation Rules
The following checks are performed during validation:
- Required fields -- Marked fields cannot be empty
- Format validation -- Email addresses, phone numbers, and language codes are checked
- Duplicate detection (within CSV) -- Duplicate names (organizations) or emails (users) within the same file are flagged
- Duplicate detection (database) -- Names or emails that already exist in the system are flagged
- Organization resolution -- For user imports, organization names are resolved to existing organizations within your hierarchy
- Role resolution -- For user imports, role names are matched against available roles
- Permission checks -- For user imports, each row is checked against your RBAC permissions
Import Limits
- Maximum 1,000 rows per CSV file
- Maximum 10 MB file size
- Supported encodings: UTF-8, UTF-8 with BOM, Latin-1
Permissions
Import availability depends on your organization role and permissions:
Organization Import
| Resource | Who Can Import |
|---|---|
| Distributors | Owner |
| Resellers | Owner, Distributor |
| Customers | Owner, Distributor, Reseller |
User Import
User import requires the manage:users permission. The organization field in each CSV row is validated against your hierarchy -- you can only import users into organizations you manage.
The import session expires after 30 minutes. If you do not confirm within this time, you need to re-upload and validate the CSV file.
User Welcome Emails
When importing users, the system automatically sends a welcome email to each created user with their temporary password and login instructions. This uses the same email flow as single user creation.