How to Import Users (Bulk Import)

How to Import Users (Bulk Import)

How to Import Users (Bulk Import)

If you need to onboard a large team, you don’t have to create users one by one.

The Squaretalk Platform allows you to bulk import users using an Excel file.

📌 Note: Admin permissions are required to import users.

Step-by-Step: Bulk Import Users

  1. Go to Settings → Users & Permissions → Users and click “Import User”

💡Useful Tip: Download the User Sample Excel template provided by the system by clicking “Import User Sample”.

  1. Fill in the file according to the instructions below

  2. Upload the completed file back into the system.

💡 Useful Tip: Always use the system template to avoid formatting issues.

How to Correctly Fill in the Import File

Each column must be completed according to the following rules:

1. Phone: Can be left empty. If filled in, the system applies standard validation checks (e.g., minimum length requirement and numeric format validation).
📌 Note: Invalid phone formats will cause the import to fail.


2. Status:Defines whether the user account will be active. (0 – Inactive; 1 – Active)

3. Role_id:Enter the Role ID. To find it go to Settings → Users & Permissions → Roles and open the side panel of the required role. The Role ID appears at the top of the panel.

4. Level_ID:Defines the permission level. (2 = Admin; 3 = Manager; 4 = Agent)

5. Groups: Enter the Group ID. To find it go to Settings → Users & Permissions → Groups. The Group ID appears in the first visible column (or open the group side panel - the ID appears at the top).
💡Useful Tip: If assigning multiple groups, separate them with commas. (Example: 1,3,5)

6.Type: Specifies the extension type: (0 – Web; 1 – Softphone or IP Phone; 2 – SIP/TLS)

7. Ext_number: The user’s extension number. Must be within the range 100–9000 and unique.
📌 Note:  If the extension already exists in the system, or the extension number is duplicated within the import file ➡ the entire import will fail.

8. Password:Enter the password the user will use to log in. If left empty, the system will automatically send a password reset email to the user’s email address.

9. Call_waiting:0 – Disabled; 1 – Enabled

10. Force_login:0 – Disabled; 1 – Enabled

Important System Behaviors

  1. All-or-Nothing Validation

If any row in the file contains a validation error, the entire import fails, and no users will be created

  1. Duplicate Detection

The system checks for duplicates within the uploaded file and against existing database records

  1. Extension Limit Check

The system verifies available extension capacity before starting the import.

Password Requirements

The system evaluates password strength using a password score calculated as the password is entered. A password must reach a sufficient score to be accepted.

Factors That Increase Password Strength

  • Longer passwords increase the score. (12+ characters will be sufficient if other strength factors are present.)

  • Combination of uppercase and lowercase letters

  • Special characters (e.g., ! @ # $ % ^ & *)

  • Numbers

Factors That Decrease Password Strength

  • Real words or dictionary words

  • Common passwords or commonly used words (For example: password, welcome, admin)

  • Keyboard patterns (For example: qwerty, asdf)

  • Repetition of characters or patterns (For example: aaaaaaa, 12121212)

💡Useful Tip:  vB7!qL2#nP8@zR5$ is a very strong password, and will be accepted. footballbasketballsport will be rejected. Long but composed of real words and lacks complexity

Done 🎯

✅ Once uploaded successfully, the Squaretalk Platform will automatically create all users at once.


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