Import and export organization members from a spreadsheet

As an organization administrator, you can add, invite, reactivate and deactivate members in bulk from an Excel or CSV file, and export your member list to a spreadsheet. Both are on Organization Management → Users.

Export your members

Open Organization Management and click Users.
Optional: narrow the list with Search and the Role, Status and Organization Admin filters, and sort it.
Click Export Users, then choose Excel (.xlsx) or CSV (.csv).

The file contains all members that match the table's filters, not only the visible page, in the same order. Its columns are Email, Name, Role, Status, Org Admin, Joined Date and Language.

To sort the users table, click the Email, Name, Role or Status column header. Click the same header again to reverse the order.

An exported file is a good starting point for an import: edit it, then import it back.

Prepare the file

Use an Excel (.xlsx) or CSV (.csv) file of up to 10 MB and 20,000 rows.
Include a column with each person’s email address. A name column is optional.
Optional: include a Role column. Cesura reads USER, CREATOR and TEACHER, the values an export writes. A row with an empty or unrecognised role gets the default role you choose in the wizard. A file cannot assign an administrator or system role.
Optional: include a Status column. A row marked inactive is never created or reactivated. If that person is an active member, the wizard lists them for deactivation.

Cesura finds the role and status columns by their header, so keep the headers Role and Status.

Import members

Click Import Users to open Import Users from Spreadsheet. The wizard has four steps.

1. Upload File

Drag your file onto the upload area, or click to browse for it.

2. Map Columns

Check Email Column and Name Column (Optional). Cesura guesses both; change them if the guess is wrong. Columns you do not map are ignored.
Choose the Default Role for New Users.
Click Next.

3. Review & Options

If your file has a role or status column, the wizard says so here and uses it.

The wizard shows how many seats the import needs and how many are available. If there are not enough, it says so and you can't start the import. Reduce the number of active users in the file, or ask Cesura for more seats.

File Analysis Summary sorts every row into a group. Click a group to see its rows.

Group	What the import does
New Users to Create	Creates the account and emails an invitation.
Cesura Users (Will Be Invited)	The person already has a Cesura account outside any organization. Cesura invites them to yours.
Inactive Members (Can Reactivate)	Reactivates the member with the role from the file, or the default role if the file has none, unless the file marks them inactive.
Already Active Members	No change. Their role isn't updated, even if the file lists a different one.
Belongs to Another Organization	Not imported. The row appears under Errors in the results: a person can belong to one organization only.
Invalid Email Format	Not imported. Fix the address and import again.
Duplicate in File	A second row with the same email. It is not imported; only the first row for that email is used.

Members the file no longer vouches for

This section lists members of your organization that the file leaves out or marks inactive. Choose what happens to them:

Keep them active (Safe / Additive): the import only adds and reactivates. Nobody loses access.
Deactivate missing members (Full Roster Sync): the members you select are deactivated. All listed members start selected: clear Select All or untick the members you want to keep. This makes your organization match the file.

Deactivation can be undone: import the same people again to reactivate them. A deactivated member is signed out at once and no longer holds a license seat.

With Deactivate missing members (Full Roster Sync), you can also tick Also transfer their spaces, templates and forms and choose a successor. This hands the deactivated members’ content to that person. If you don’t choose anyone, the content goes to you.

Transferring content cannot be undone. If you reactivate those members later, their spaces, templates and forms do not come back to them. Leave the box unticked unless you want the content to have a new owner for good.

A space whose owner is deactivated stops accepting new runs, because its runs bill to the owner. If you do not transfer the content, give each of those spaces a new owner from the space’s Members tab with Change owner, or reactivate the owner.

When you are ready, click Confirm & Start Import.

4. Results

The import runs in the background. The wizard shows its progress, for example “120 of 450 done”. You can close the window: the import keeps running, and opening the wizard again from the same page shows its progress.

When it finishes, the results list how many members were created and invited, invited, reactivated, deactivated, skipped and failed. Under Errors, each failed row shows its Identifier and a Reason:

Reason	What to do
No seat available for this role	Free a seat or ask Cesura for more, then import the row again.
Already a member of another organization	The person must leave that organization first.
You cannot assign this role	Change the row’s role, or have an administrator with that right import it.
The invitation email could not be sent	Check the address. Invite the person again from the users table.
The account could not be created	Try the row again. If it fails again, contact support.
Something went wrong with this row	Try the row again. If it fails again, contact support.

If the import stops before it finishes, the results show what it completed. You can import the same file again: members the first run already added show as Already Active Members and are left as they are.

Limits

Files up to 10 MB and 20,000 rows, in .xlsx or .csv format.
One import at a time per organization. If another administrator’s import is running, the wizard shows “Another import is already running for this organization. Showing its progress.”
A spreadsheet cannot create administrators or system roles.