How to Use Bulk User Invites via Sample CSV

Bulk user invites allow you to quickly add multiple users to Xenia at once using a CSV file. This is especially helpful when onboarding new teams or launching a new location.

When to Use Bulk Invites

Use bulk invites if you need to:

• Add many users at the same time
• Onboard staff for a new site or store
• Save time instead of sending individual invitations

Step 1: Download the Sample CSV

1. Go to Settings in your Xenia dashboard.
2. Navigate to Users.
3. Click Bulk Invite.

4. Download the sample CSV file provided.

The sample CSV contains the correct column format required for a successful upload.

Step 2: Fill Out the CSV File

Open the CSV file and enter user details in each row. Typical fields include:

• Name
• Email address 
• Phone Number
• Role
• Location 
• Password

Important tips:

• Do not change column headers.
• Ensure email addresses and phone numbers are valid.
• Each row should represent one user.

Step 3: Upload the Completed CSV

1. Return to the Bulk Invite Users section.
2. Upload your completed CSV file.
3. Review the preview to confirm user details are correct.
4. Click Send Invites.

Once uploaded, Xenia will automatically send invitation emails or SMS messages to each user.

Step 4: User Accepts the Invite

Invited users will receive a link to:

• Set their password
• Access Xenia on web or mobile

After acceptance, users will appear in your user list and can be added to teams and projects.

Common Errors to Avoid

• Missing required fields in the CSV
• Incorrect email or phone number formats
• Changing or deleting column headers
• Assigning roles that exceed your account permissions

If there’s an issue with the upload, Xenia will notify you so you can correct and re-upload the file.

Watch Video for Configuration: 

Need Help?

If you run into any issues or have questions about bulk user invites, reach out to the Xenia support team at support@xenia.team  or your Implementation Specialist for assistance.