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Bulk Importing Your Roster

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What this job is

When a whole roster of agents needs accounts at once, typing them one at a time wastes hours. Bulk import lets you upload one spreadsheet, called a CSV file, and the system builds every account in one pass. This is the right route for a new brokerage launch, a merger, or a big hiring class. For one or two agents, adding them by hand is faster. See Adding an Agent to Your Location.

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Get the template first

Always start from the system’s own import template. Do not build your own spreadsheet from scratch.

1. Open the bulk import tool from your user tools.
2. Download the CSV template.
3. Open it in your spreadsheet program and keep the top row exactly as it is. The system reads the column names, so never rename, move, or delete a column.

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The fields, one by one

Fill one row per agent. These are the fields the template asks for and what each one means.

• First Name. The agent’s first name.
• Last Name. The agent’s last name.
• Email. A real email the agent checks. Notices and password help go here.
• Username. What the agent signs in with. Using the email address as the username keeps it simple and cuts down on forgot username calls.
• Password. A first password, if the template asks for one. Agents change it at first sign in. If the template leaves it out, the system sets one and emails it.
• Access Level. For your agents, the Agent level. Every row for a regular agent should match.
• Content Role. The roles for the training this agent should see. Agents on the same training plan can share the same roles.
• Location. Your brokerage location. This field decides whose reports the agent shows up in, so check it on every row.

Save the file in CSV format when you are done. A normal spreadsheet format will not upload.

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Upload and review

1. Go back to the bulk import tool.
2. Choose your finished CSV file.
3. Start the import.
4. Read the result screen. It tells you how many accounts were made and lists any rows that failed.
5. Fix failed rows in your file, using the error notes as your guide. Common causes are a missing email, a username that already exists, or a changed column name.
6. Upload the fixed rows again. You only need to re-run the rows that failed, not the whole roster.
7. Spot check three or four new accounts in your user list. Confirm the name, location, access level, and content roles are right.

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Tell your agents

An import makes accounts, but agents still need to hear from you. Send one message to the group with the sign in page, their username, how to set their password, and the first course to start.

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What success looks like

Every agent on your roster has an account in your location, with the right access level and content roles, and your import result screen shows no failed rows left.

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Common problems

The whole file was rejected. The top row was changed or the file is not a CSV. Download a fresh template, move your data into it without touching the top row, and save as CSV. Some agents can sign in and see nothing. Their content role field was blank or wrong. Fix the role on their account, and fix your file so the next import is clean. Duplicates appeared. One agent was listed twice, or already had an account. Deactivate the extra account. See Deactivating an Agent Who Leaves.