Bulk Account Management
This article is only applicable to users of Workplace Essential and Workplace Advanced.
Workplace supports management of user accounts in bulk via Comma Separated Values (CSV) or Excel files. Whether you're provisioning the first users to your Workplace, adding a new department or manager, or deactivating some users in your community, you can use Bulk Account Management to streamline the process.
If your company uses a supported identity provider, you can use Automatic Account Management to provision and deactivate accounts on your behalf when employees join and leave your company. Read more about managing accounts with identity providers.
Workplace supports 2 bulk operations via CSV or Excel files:
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This article is only applicable to users of Workplace Advanced. With each bulk upload you'll be prompted to decide whether you'd like to invite the accounts right away or at a later stage. If you select later, the accounts will be created in an uninvited state and will need to be invited at a later point.
Workplace supports the creation of user accounts in bulk via Comma Separated Values (CSV) files. Instead of provisioning employee accounts 1 by 1, you can upload a CSV or Excel file that contains information about each employee.
If you are creating a very large number of accounts, each individual import should contain no more than 2500 rows of employee data.
To create accounts in bulk by uploading a CSV or Excel file:
  1. From the Admin Panel, click People > Add People > Add People.
  2. Click the Import File button and upload the CSV or Excel file via the Import File button.
  3. Clicking the Download Template button will download a CSV template. The document can then be opened in Excel and saved as an .xls or .xlsx file should you prefer to work with Excel.
  4. Once the CSV file or Excel spreadsheet has been uploaded, you'll be presented with a confirmation prompt that will list errors in the CSV or Excel file or that will indicate whether the upload is complete. The first column will display the results for each row:
  5. If the first column is empty then an account will be created for that employee.
    A red octagon denotes that there's an issue with that row. An error message will explain the issue.
    A blue circle denotes that the upload is incomplete.
    A green check denotes that the upload is complete.
  6. Once the preview details have been confirmed you can create the new accounts by clicking the Continue button. The accounts will then be gradually created.
Until accounts are deactivated, employees will still receive emails and push notifications. See Bulk Deactivate for instructions on how to deactivate accounts.
Verifying Account Creation
To confirm that all accounts were created successfully, you can re-upload the CSV file or Excel spreadsheet by following the steps above, and verify that all rows have the checkmark in the first column. You can then click Cancel to skip attempting to create the accounts again. If you do this, you'll get a prompt saying the accounts already exist.
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This article is only applicable to admins of Workplace Essential and Workplace Advanced.
If you're having trouble uploading a CSV file, it may be due to one of these common issues:
  • Not in CSV Format
    All files must be in the valid CSV format (file extension .csv). Other file types and formats aren't accepted.
  • Not UTF-8 Encoded
    All files must be encoded in UTF-8 character encoding.
  • Values Contain Commas
    If a value contains a comma, the whole value must be escaped by using double quotes (ex. "value_with_comma"). For example London, England should be stored in the CSV as "London, England".
  • Duplicates
    Duplicate employee records will cause errors in the CSV validation.
  • Incorrect Capitalization
    Incorrect capitalization won't normally cause an error, but names, locations, and other fields will be stored with the same capitalization as in the CSV file.
  • Invalid Phone Number
    Phone numbers should be in the format [country code] + [area code] + [phone number] (ex. +1 800 555 0150).
  • Invalid Locale
    The locale should be one of the valid abbreviations listed in Facebook locales.
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When provisioning accounts in bulk, we suggest you use the following formats:
Field DescriptionTypeRequired
EmailThe work email address for the employee. The value of this field needs to be unique for each employee Text Yes
First NameThe first name of the employee Text Yes
Last NameThe last name of the employee Text Yes
Job TitleThe employee's job title Text No
DepartmentThe department where the employee worksTextNo
Phone NumberThe employee's work phone number. Each phone number must be a valid international number including country code (ex: +1 232 823 2233)Text No
LocationThe office location of where the employee works TextNo
LocaleThe abbreviation for the default language that should be set for this employee. If not specified, their default language will be set to English (US) (en_US). You can find a full list of valid abbreviations at Facebook Locales TextNo
Manager EmailThe email address of the employee's direct manager Text No
Division The division the employee works in TextNo
OrganizationThe organization the employee works in Text No
Start Date The date on which an employee joined an organization Date (YYYY-MM-DD) No
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This article is only applicable to admins on Workplace Advanced.
As an alternative to deactivating employees one by one, you can deactivate multiple accounts in bulk by uploading a CSV file that contains the email addresses for the accounts that you wish to deactivate.
To upload a valid CSV file and deactivate accounts in bulk:
  1. From your Admin Panel, click the People tab to see a list of all employee accounts.
  2. From click Deactivate Multiple People.
  3. You'll be presented with the option to upload a CSV file. The file should contain a single column with the email addresses for each employee to be deactivated on separate rows.
Once the CSV file has been uploaded, you'll be presented with a confirmation screen that will list any errors in the CSV. The first column will display the results for each row:
  • A checkmark will denote that the employee's account has already been deactivated.
  • An error triangle will denote an issue with that row. Hover over the icon to display the error message.
  • The employee's account will be deactivated if the first column is empty.
You can download the information from the preview by clicking the Export Preview button.
Once the preview details have been confirmed, you can deactivate the selected accounts by clicking the Deactivate Accounts button. The accounts will then be deactivated.
Keep in mind that when you deactivate accounts in bulk, there might be a delay depending on the amount of users that are deactivated.
Verify Accounts Deactivated
To confirm that all accounts were deactivated successfully, re-upload the CSV file and verify that all rows have the checkmark in the first column of their row.
Note: Keep in mind that it may take up to 24 hours for the deactivation of a user account to take effect.
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This article is only applicable to users of Workplace Advanced.
If you're having trouble uploading the deactivation list CSV file, it may be due to 1 of these common issues:
  • Not CSV Format
    All files must be in valid CSV format (file extension .csv). Other file types and formats are not accepted.
  • Not UTF-8 Encoded
    All files must be encoded in UTF-8 character encoding.
  • Invalid Email Address
    The email address listed doesn't match an account in Workplace.
  • Duplicate Email Address
    Each email address should only be listed once in the CSV file.
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This article is only applicable to users of Workplace Essential and Workplace Advanced.
When an employee leaves your organization, it's important to ensure that their Workplace account is disabled on a timely basis. This is true even if you use single-sign on for authentication because authentication tokens don't expire immediately.
If you're using automated provisioning through an IDP or AD Sync, this should be enabled by default. If you're using manual provisioning or CSV, you should ensure that the deactivation of Workplace accounts is a part of your employee termination process flow.
Learn how to deactivate and bulk deactivate users.
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This article is only applicable to admins of Workplace Essential and Workplace Advanced.
You must be logged into Workplace from your computer to edit a coworker's account details.
To edit a coworker's account details:
  1. Click Admin Panel at the top left of Workplace.
  2. Click People.
  3. Click next to the person's name and select Edit Person's Details.
  4. Edit or add the person's information, then click Save Changes.
To edit multiple coworkers' account details at once:
  1. Click Admin Panel at the top left of Workplace.
  2. Click People.
  3. Click Edit People.
  4. Click Download File under Export records of people in your community to download a CSV file.
  5. Open the CSV and make the desired changes to the existing records.
  6. Save and upload the updated CSV.
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