This article explains how to bulk create, update, or replace System User accounts in Assure using the Data Import Tool (a purchased feature that allows bulk creation or update of user records via a CSV file). The process requires two configuration steps in Assure: creating a Data Import Map (which maps CSV columns to Assure user fields) and creating a Data Import Schedule (which defines when the import runs). Imports execute during an overnight batch process. The article covers minimum required field mapping, all available Data Map field configurations, data validation rules per import type, default field values on creation, and the People User Linking feature.
Cross-module scope: This workflow spans the User Management area and, where People User Linking is enabled, the Person Register if the people user linking is being used (People module). User Access Type changes cannot be made via data import and must be performed manually in the user interface.
Prerequisites
- The Data Import Tool must be purchased. Contact your Customer Success Manager (CSM) to procure this feature.
- The Manage Data-Import Supervisor Privilege must be set to Allow on the administrator's account.
- A prepared CSV file containing the user data to be imported.
- The Expanded User Details CSV report (available in Assure user settings for users with appropriate permissions) can be used as a starting point for the import CSV.
Note: If the CSV file contains special characters (for example £, %, &, !), the file must be saved in UTF-8 format to ensure those characters are handled correctly.
Minimum Required Fields
The following four fields must be mapped in the Data Import Map for all import types (Insert, Update, and Insert and Replace):
- Username
- Full Name
- Default Unit (Organisational Unit ID - can only be matched by ID)
Important (Update imports): All four required fields must be mapped in the Data Import Map and must have a column present in the CSV, but the data values can be null or empty for an Update import. If values are empty, the importer will not update those fields. The user may still receive data warning emails noting that fields contain empty or null values.
Figure 1. Minimal Required Mapping for User Data Map
Step 1: Setting Up the Data Import Map
Navigate to Data Import Map
Navigate to Settings > System Configuration > Data Import Map.
Click the + New button.
Configure the Import Map
1. Select your Type of Import as User.
Note this will hide unnecessary configurations that are required for a module import and show fields that are needed for User Import.
2. Provide a Title for your Data Map
3. Confirm the Import Type, there are 4 options to choose from:
- Insert and Update: if you would like new users to be created and existing ones to be updated (not recommended to update a user(s) role)
- Insert: if you only wish to create new users and not update any existing users. Note this is the ‘Default’ option to avoid users being altered unexpectantly.
- Update: if you want to update and do not create any new users (use to add new roles to a user)
- Insert and Replace: This option allows you to insert new users as well as replacing existing information held. (this is the recommended option when wanting to amend user roles by using a replace function to add new or remove existing roles)
4. You will be prompted to select ‘User Access Type’ if you select ‘Insert’, ‘Insert and Update’ or ‘Insert and Replace’. Any new users will be created with the Access Type selected:
| User Access Type | Description |
| Assure and AssureGO+ | The user can log in to the main Assure system and to AssureGO+ (where authentication is configured). |
| AssureGO+ Only | The user can log in to AssureGO+ only (where authentication is configured). |
Important: The User Access Type is determined by the selection above and cannot be mapped in the CSV. To change a user's Access Type after initial creation, this must be done manually in the user interface.
5. Upload the CSV File. To add your csv file, click Browse and select your csv file from your PC.
When you upload your file, the displayed table will populate with the relevant number of columns.
Auto Match and Configure the Mapping Table
Click Auto Match to automatically assign Assure fields to CSV columns where an exact name match exists.
Each row in the mapping table shows:
- Order: The column sequence. Drag the arrow icons to reorder rows.
- Header: The column header text as it appears in the CSV.
- Caption: A dropdown to select the Assure field the column maps to.
- Key Field checkbox: Not required for User Import. The Username field is always the key field and the system handles this automatically.
- Match By Id checkbox: When ticked, the system matches the value using the record ID rather than its display name or reference. See the field configuration table below for which fields support this.
Data Map Field Configurations
For ‘value can be empty when updating users’, if a value is present when updating an existing user, the importer will validate and try to update it. If a value is absent, it will be ignored.
Note on Insert and Replace: Where a field is marked as not required, if the field value is absent from the CSV, it will be replaced with a null value for that user.
| Caption Name | Description | Required? | Value can be empty when updating users | Match By Id |
| User Name |
Acts like a ‘key field’ in Module Import with a difference.
|
Yes
|
No | N/A |
| Password | This will be the password you supply for a user. Users will not be sent this password using Assure. See “Send Password Email Link” for the recommended method of users creating/resetting their password. | No | Yes | N/A |
| Full Name | This is the user’s full name. | Yes | Yes | N/A |
| Linked Person Record | This is the corresponding linked Person Register record, the person to which this licence belongs. | No | Yes |
If ticked, requires Person Register record ID. If unticked, it will search Person Register Reference number. |
| This is the email associated to the user. | Yes | Yes | N/A | |
| Is Current User |
If selected (yes) users will import as current If empty or value of “no” users will be imported as not current |
No | Yes | N/A |
| Send Password Link Email |
If selected (yes) users will receive a create or reset password email with a link to create or reset their password. On import the system will check whether a password has been set by the user/admin to determine which type of email they receive. If yes, any value inputted for the “password” or “user must change password at next log in” fields will be ignored. |
No | Yes | N/A |
| Default Unit |
This is the organisation associated to the user. Note: this field can only be matched by Id |
Yes | Yes | This field can only be matched by Id. |
| Is Manager |
If the imported/updated a manager
For Insert and Replace if absent of a value the field will be replaced with a null value. |
No |
Yes
|
N/A |
| Manager | For Insert and Replace if absent of a value the field will be replaced with a null value. | No |
Yes
|
If ticked, requires SheUser_id. If unticked, it will search by username. |
| User must change password at next login |
If selected (yes) users will need to change password at next login If empty or a value of “no” users will not need to change their password at next login If column is not included on csv for import, users must change password at next login by default |
No | Yes | N/A |
| Masked Parent |
This field can only be matched by Id but we don’t require the Match By Id field be ticked because the system knows to check only for the Organisation’s Id.
For Insert and Replace if absent of a value the field will be replaced with a null value. |
No |
Yes
|
This field can only be matched by Id.
|
| User Specific Timezone | Required time-zone values. | No | Yes | N/A |
| Language |
Can be empty will default to system default language Set this only if system has the required language available |
No | Yes | N/A |
| Date Format | Date format | No | Yes | If unticked, requires the full display name of the property. |
| Supervisor Privilege |
What supervisor privilege group a user will be allocated to.
For Insert and Replace if absent of a value the field will be replaced with a null value. |
No | Yes |
It will search by the group name. If there are duplicate names, you can use the ID and tick Match By Id.
|
| Role (x) |
This applies to all fields Titled ‘Role ([Number])’.
IMPORTANT: if a Role(x) field is selected, you MUST have the Role Org Unit (x) that matches it selected. For inserting AssureGO+ Only users, no roles can be configured. If you’re inserting and updating users, all roles configured for AssureGO+ Only users will be ignored.
Important: If using ‘Insert and Replace’ all Role(x) and Role Org Unit(x) must be included with a value. If all role fields are absent of a value a user’s role will be replaced with a null value.
|
No |
Yes
|
If ticked, you must have the SheRole Id, If unticked, you must have the correct SheRole name.
|
| Role Org Unit (x) |
This applies to all fields Titled ‘Role Org Unit ([Number])’. IMPORTANT: if a Role Org Unit (x) field is selected, you MUST have the Role (x) that matches it selected. This field can only be matched by Id but we don’t require the Match By Id field be ticked because the system knows to check only for the Organisation’s Id.
Important: If using ‘Insert and Replace’ all Role(x) and Role Org Unit(x) must be included with a value. If all role fields are absent of a value a user’s role will be replaced with a null value.
|
No |
Yes – if matching ‘Role (x)’ is also empty. |
This field can only be matched by Id.
|
| Include Children for Role (x) |
This applies to all fields Titled ‘Include Children for Role ([Number])’. IMPORTANT: if a Include Children for Role (x) field is selected, you MUST have the Role Org Unit (x) that matches it selected.
If selected (yes) permissions will cascade to child org units. If empty or value of “no” permissions will not cascade to child org units. If not “include children for Role (X)” is not included on csv for import, permission will default to “no” for child org units.
|
No |
Yes
|
N/A |
| Insights+ Role |
What type of Insights+ Role is required. For Insert and Replace if absent of a value the field will default to ‘None’ |
No |
Yes
|
If unticked, requires the full name of the property.
|
| Configure Dashboard The Same As |
Allows the user to set-up dashboards based on another existing user. For Insert and Replace if absent of a value the field will be replaced with a null value. |
No |
Yes
|
If ticked, requires SheUser_id. If unticked, it will search by username.
|
| Create Quick Browse and Quick Add Links… |
Allows quick links to be created
For Insert and Replace if absent of a value the field will be replaced with a null value.. |
No |
Yes
|
N/A |
Step 2: Setting Up the Data Import Schedule
Navigate to Settings > System Configuration > Data Import Schedule and click New Record.
1. Title and Description - Give your Data Import Schedule a title and description so you can easily recognise it.
2. The Start date should be one day in the future as the data will be imported during an overnight scheduling process.
(You are creating the schedule today, but you will schedule it for tomorrow)
3. Frequency
- Set to Once for a one-off import.
- Set to Recurring for ongoing or regular imports.
Note (Recurring imports): If the import is set to recur, the CSV file must be uploaded each time within Assure (via AWS S3 / WinSCP).
4. Notifications: This is for who should be notified about the results of the data import, it will send an email summary of the data-import results to the specified user.
5. Link the Data Import Map - Click Add in the Data Import Maps section and select the Data Import Map created in Step 1.
6. Rename and Upload the CSV File
Once the schedule is linked to the Data Import Map, Assure provides a CSV filename. The administrator must:
- Rename the CSV data file to exactly match the filename provided by Assure (case-sensitive, lowercase).
- Navigate to the Upload File section at the bottom of the schedule.
- Browse to the renamed CSV file and upload it.
7. Click Save and Close.
The data import map, schedule, and CSV file are now configured. The import will execute during the next overnight process.
Important (File naming): The CSV filename must match the filename generated by Assure exactly. The filename comparison is case-sensitive.
To purchase the Data Import Tool, contact your Customer Success Manager.
You have now created a data import map and schedule and uploaded your csv file to our AWS S3 servers, this information should be uploaded during the overnight process.
You can find our step-by-step guide on how to import Module data from the Knowledge Base link below:
Data Validation Reference
Note: Fields have been marked where not applicable to AssureGo+ Only users. If values are submitted for them, they will be ignored in Creation and Updating.
Validation: Creating (Inserting) Users
| Caption Name | Validation | Match By Id |
| Username |
Cannot be empty Must be unique for the customer Must have a maximum character count of 35 |
N/A |
| Password |
Can be empty If Password Management is turned on for the customer, the new password must follow the configured rules. User will be prompted to change their password on next login. This is dependent on value selected for import field “User must change password at next login” |
N/A |
| Full Name |
Cannot be empty Must have a maximum character count of 60 |
N/A |
| Linked Person Record |
Can be empty Must be a Person Register reference of ID If populated, on record created it will link the user to the Person Register record. Shared fields (email and name) will be updated in the Person Register record to match the user import. If empty, no link will be created between any records. |
If ticked, requires Person Register record ID. If unticked, it will search Person Register Reference number. |
|
Cannot be empty Must be in an accepted format for an email Must have a maximum character count of 75 |
N/A | |
| Is Current User |
If selected (yes) users will import as current If empty or value of “no” users will be imported as not current |
N/A |
| Send Password Link Email |
If selected (yes) the user will receive a create password email with a link to create their password themselves.
If yes, any value inputted for the “password” or “user must change password at next log in” fields will be ignored. |
N/A |
| Default Unit |
Cannot be empty Must be an organisation for the customer |
This field can only be matched by Id. |
| Is Manager |
If true, the user will be a manager. Not applicable to AssureGo+ Only users Insert and Replace: If empty will replace with a null value |
N/A |
| Manager |
Must be a valid SheUser_Id or the username of an existing user for that customer depending on if Match By Id is selected. User has to be enabled as a Manager. Not applicable to AssureGo+ Only users Insert and Replace: If empty will replace with a null value |
If ticked, requires SheUser_id. If unticked, it will search by username. |
| User must change password at next login |
If selected (yes) users will need to change password at next login If empty or a value of “no” users will not need to change their password at next login If column is not included on csv for import, users must change password at next login by default See “Send Password Link Email” validation |
N/A |
| Masked Parent |
Must be an organisation for the customer. Cannot be the Parent Organisation for the Customer Must be a child of the Default Unit selected for the user. Not applicable to AssureGo+ Only users Insert and Replace: If empty will replace with a null value |
This field can only be matched by Id. |
| User Specific Time zone |
Set this only if the User has a time-zone that is not the same as the default. This will be used to determine the current date for the user. Can be empty/null |
N/A |
| Language |
Can be empty will default to system default language. Set this only if system has the required language available |
N/A |
| Date Format |
Can be empty/null Full display name |
If unticked, requires the full name of the property. |
| Supervisor Privilege |
To find the supervisor privilege groups:, navigate to Settings > Organisational Configuration > Supervisor Privileges Not applicable to AssureGo+ Only users Insert and Replace: If empty will replace with a null value |
It will search by the group name. If there are duplicate names, you can use the ID and tick Match By Id. |
| Role (x) |
Cannot be empty if Role Org Unit (x) is selected and has a value To find the Role name, navigate to Settings > Organisational Configuration > Roles Not applicable to AssureGo+ Only users |
If ticked, you must have the SheRole_Id, If unticked, you must have the correct SheRole name. |
| Role Org Unit (x) |
Cannot be empty if Role (x) is selected and has a value Must be an organisation for the customer Not applicable to AssureGo+ Only users |
This field can only be matched by Id. |
| Include Children for Role (x) |
Must have the Role Org Unit (x) that matches it selected.
If selected (yes) permissions will cascade to child org units.
If empty or value of “no” permissions will not cascade to child org units.
If not “include children for Role (X)” is not included on csv for import, permission will default to “no” for child org units. |
N/A |
| Insights+ Role |
Can be empty or null. Default value is that no SiSense Role is applied. Display name Note SiSense rules require the customer to have Analytics enabled and if a role is selected additional checks will run. Not applicable to AssureGo+ Only users Insert and Replace: If empty will replace with a null value i.e “none” for Insight+ role |
If unticked, requires the full name of the property. |
| Configure Dashboard The Same As |
Must be a valid SheUser_Id or the username of an existing user for that customer depending on if Match By Id is selected. If selected user is a System User then Dashboards cannot be copied and this field will be ignored. Not applicable to AssureGo+ Only users Insert and Replace: If empty will replace with a null value |
If ticked, requires SheUser_id. If unticked, it will search by username. |
| Create Quick Browse and Quick Add Links… |
Will copy the defaults for the customer if true. Not applicable to AssureGo+ Only users |
N/A |
Validation: Updating Users
| Caption Name | Validation | Match By Id |
| Username | Cannot be changed. | N/A |
| Password |
Can be empty. If Password Management is turned on for the customer, the new password must follow the configured rules. User will be prompted to change their password on next login. This is dependent on value selected for import field “User must change password at next login”. |
N/A |
| Full Name |
Can be empty. Must be unique for the customer Must have a maximum character count of 60 |
N/A |
| Linked Person Record |
Can be empty Must be a Person Register reference or ID When the user does not have a linked Person Register record and a Person Register reference or ID is provided, the user will be linked to the Person Register record. Shared fields (email and name) will be updated in the Person Register record to match the user import. When the user has a linked Person Register record and no Person Register reference or ID is provided, the link will be removed between the user and the Person Register record. When the user has a linked Person Register record and a different Person Register reference or ID is provided, the link will be removed from the original Person Register record and created with the new Person Register record. Shared fields (email and name) will be updated in the Person Register record to match the user import. This will only happen when the Person Register record is available to be linked i.e. they are not linked to another user. |
If ticked, requires Person Register record ID. If unticked, it will search Person Register Reference number. |
|
Can be empty. If being updated: Must be in an accepted format for an email Must have a maximum character count of 75 If the user has a SiSense role this will be updated. |
N/A | |
| Is Current User |
If selected (yes) users will import at current
If empty or value of “no” users will be imported as not current |
N/A |
| Send Password Link Email |
If selected (yes) users will receive a create or reset password email with a link to create or reset their password. On import the system will check whether a password has been set by the user/admin to determine which type of email they receive.
If yes, any value inputted for the “password” or “user must change password at next log in” fields will be ignored.
A user must have a valid email address to receive the email. |
N/A |
| Default Unit |
Can be empty. If value exists, must be an organisation for the customer. |
This field can only be matched by Id. |
| Is Manager |
Can be empty If true, the user will be a manager. |
N/A |
| Manager |
Can be empty Must be a valid SheUser_Id or the username of an existing user for that customer depending on if Match By Id is selected. User has to be enabled as a Manager. |
If ticked, requires SheUser_id. If unticked, it will search by username. |
| User must change password at next login |
If selected (yes) users will need to change password at next login If empty or a value of “no” users will not need to change their password at next login If column is not included on csv for import, users must change password at next login by default See “Send Password Link Email” validation |
N/A |
| Masked Parent |
Can be empty Must be an organisation for the customer Cannot be the Parent Organisation for the Customer Must be a child of the Default Unit selected for the user. |
This field can only be matched by Id. |
| User Specific Timezone |
Can be empty Set this only if the User has a timezone that is not the same as the default. This will be used to determine the current date for the user. |
N/A |
| Language |
Can be empty will default to system default language. Set this only if system has the required language available |
N/A |
| Date Format |
Can be empty/null Full display name |
If unticked, requires the full name of the property. |
| Supervisor Privilege |
Can be empty To find the supervisor privilege groups:, navigate to Settings > Organisational Configuration > Supervisor Privileges |
It will search by the group name.
If there are duplicate names, you can use the ID and tick Match By Id. |
| Role (x) |
Can be empty but only if Role Org Unit (x) is not selected and has no value To find the Role name, navigate to Organisational Configuration > Roles |
If ticked, you must have the SheRole_Id, If unticked, you must have the correct SheRole name. |
| Role Org Unit (x) |
Cannot be empty if Role (x) is selected and has a value Must be an organisation for the customer |
This field can only be matched by Id. |
| Include Children for Role (x) |
If selected (yes) permissions will cascade to child org units.
If empty or value of “no” permissions will not cascade to child org units.
If not “include children for Role (X)” is not included on csv for import, permission will default to “no” for child org units. |
|
| Insights+ Role |
Can be empty or null. Default value is that no SiSense Role is applied. Full display name |
If unticked, requires the full name of the property. |
| Configure Dashboard The Same As |
Can be empty. Must be a valid SheUser_Id or the username of an existing user for that customer depending on if Match By Id is selected. If selected user is a System User then Dashboards cannot be copied and this field will be ignored. |
If ticked, requires SheUser_id. If unticked, it will search by username. |
| Create Quick Browse and Quick Add Links… |
Can be empty. Will copy the defaults for the customer if true. |
N/A |
Validation: Replacing Users (Insert and Replace)
| Caption Name | Validation | Match By Id |
| Username | Cannot be changed. | N/A |
| Password |
Can be empty If Password Management is turned on for the customer, the new password must follow the configured rules. |
N/A |
| Full Name |
Must be unique for the customer Must have a maximum character count of 60 |
N/A |
| Linked Person Record |
Can be empty Must be a Person Register reference or ID When the user does not have a linked Person Register record and a Person Register reference or ID is provided, the user will be linked to the Person Register record. Shared fields (email and name) will be updated in the Person Register record to match the user import. When the user has a linked Person Register record and no Person Register reference or ID is provided, the link will be removed between the user and the Person Register record. When the user has a linked Person Register record and a different Person Register reference or ID is provided, the link will be removed from the original Person Register record and created with the new Person Register record. Shared fields (email and name) will be updated in the Person Register record to match the user import. This will only happen when the Person Register record is available to be linked i.e. they are not linked to another user. |
If ticked, requires Person Register record ID. If unticked, it will search Person Register Reference number. |
|
If being replaced: Must be in an accepted format for an email Must have a maximum character count of 75 If the user has a SiSense role this will be updated. |
N/A | |
| Is Current User |
If selected (yes) users will import at current
If empty or value of “no” users will be imported as not current |
N/A |
| Send Password Link Email |
If selected (yes) users will receive a create or reset password email with a link to create or reset their password. On import the system will check whether a password has been set by the user/admin to determine which type of email they receive.
If yes, any value inputted for the “password” or “user must change password at next log in” fields will be ignored.
User must have a valid email address to receive the email. |
N/A |
| Default Unit | If value exists, must be an organisation for the customer. | This field can only be matched by Id. |
| Is Manager |
If empty will replace with a null value If true, the user will be a manager. |
N/A |
| Manager |
If empty will replace with a null value Must be a valid SheUser_Id or the username of an existing user for that customer depending on if Match By Id is selected. User has to be enabled as a Manager. |
If ticked, requires SheUser_id. If unticked, it will search by username. |
| User must change password at next login |
If selected (yes) users will need to change password at next login If empty or a value of “no” users will not need to change their password at next login If column is not included on csv for import, users must change password at next login by default See “Send Password Link Email” validation |
N/A |
| Masked Parent |
If empty will replace with a null value Must be an Organisation for the customer Cannot be the Parent Organisation for the Customer Must be a child of the Default Unit selected for the user. |
This field can only be matched by Id. |
| User Specific Timezone |
Can be empty Set this only if the User has a timezone that is not the same as the default. This will be used to determine the current date for the user. |
N/A |
| Language |
Can be empty will default to system default language Set this only if system has the required language available |
N/A |
| Date Format |
Can be empty/null Full display name |
If unticked, requires the full name of the property. |
| Supervisor Privilege |
If empty will replace with a null value To find the supervisor privilege groups:, navigate to Settings > Organisational Configuration > Supervisor Privileges |
It will search by the group name.
If there are duplicate names, you can use the ID and tick Match By Id. |
| Role (x) |
If empty will replace with a null value To find the Role name, navigate to Organisational Configuration > Roles |
If ticked, you must have the SheRole_Id, If unticked, you must have the correct SheRole name. |
| Role Org Unit (x) |
Cannot be empty if Role (x) is selected and has a value Must be an Organisation for the customer |
This field can only be matched by Id. |
| Include Children for Role (x) |
If selected (yes) permissions will cascade to child org units.
If empty or value of “no” permissions will not casecase to child org units.
If not “include children for Role (X)” is not included on csv for import, permission will default to “no” for child org units. |
N/A |
| Insights+ Role |
If empty will replace with a default value of “none” Default value is that no SiSense Role is applied. Full display name |
If unticked, requires the full name of the property. |
| Configure Dashboard The Same As |
If empty will replace with a null value Must be a valid SheUser_Id or the username of an existing user for that customer depending on if Match By Id is selected. If selected user is a System User then Dashboards cannot be copied and this field will be ignored. |
If ticked, requires SheUser_id. If unticked, it will search by username. |
| Create Quick Browse and Quick Add Links… |
If empty will replace with a null value Will copy the defaults for the customer if true. |
N/A |
Common use cases for using Insert and Replace import type
Default Field Values on Creation
| Caption Name | Has a default value | Default Value |
| Username | No | |
| Password | No | |
| Full Name | No | |
| Linked Person Record | No | |
| No | ||
| Is Current User? | Yes | Default is false i.e. not current user |
| Send Password Link Email | No | |
| Default Unit |
No
|
|
| Is Manager | Yes | Default value is false – is not a manager. |
| Manager | Yes | Default value is false – has no manager |
| User must change password at next login | Yes | Default is true i.e. user must change password at next login |
| Masked Parent | Yes | Default value is empty – has no masked organisation |
| User Specific Timezone | Yes | System will default to the customer’s time zone. |
| Language |
Can be empty will default to system default language Set this only if system has the required language available |
|
| Date Format | Yes | This will default to empty. |
| Supervisor Privilege | Yes | Default value is empty – has no privileges. |
| Role (x) & Role Org Unit (x) & Include Children for Role (x) | Yes | Default value is empty – has no roles and therefore, no role org unit. Note every role is created with include Children as false. |
| Insights+ Role | Yes | Default value is that no SiSense Role is applied. I.E. SiSenseNone |
| Configure Dashboard The Same As | Yes | Default is empty. I.E. no dashboards configured. |
| Create Quick Browse and Quick Add Links… | Yes | Default is false. I.E. no quick browse and quick add links configured. |
People User Linking
The People User Linking feature connects a System User account to a record in the Person Register (People module). When enabled in System Settings, this feature can be managed via the User Data Import using the Linked Person Record field. For more general information on this feature please see this article.
Note: When People User Linking is disabled in System Settings, the Linked Person Record field cannot be mapped in the Data Import Map. If the CSV contains data for this field while the feature is disabled, the import will proceed but will log a warning stating that the integration is disabled. A warning means that the specific field was not updated but other fields in the record were processed.
Behaviour When People User Linking is Enabled
- The Person Register record ID or reference must be provided in the CSV.
- When a link is created or updated, the shared fields (email and full name) are automatically updated in the Person Register record to match the values in the user import.
- The import splits the user's Full Name into a Person First Name and Surname by treating the last word as the surname and the preceding words as the first name. This split may not suit all naming conventions; the output should be verified in the Person Register after import.
Warnings are logged in the following circumstances
- More than one Person Register record matches the provided reference.
- No Person Register record is found for the provided reference.
- The Person Register record is already linked to a different user account.
- The update would create duplicate email addresses (email addresses must be unique across Person Register records).
Linking, Re-linking, and Unlinking Behaviour
| Scenario | Behaviour |
| User has no existing link; a Person reference is provided | The user is linked to the Person Register record. Shared fields are updated. |
| User has an existing link; a different Person reference is provided | The original link is removed and a new link is created to the new Person Register record. Shared fields are updated. |
| User has an existing link; no Person reference is provided; field is mapped in the import | The existing link is removed. |
| User has an existing link; no Person reference is provided; field is NOT mapped in the import | The existing link is retained. Shared fields are updated as expected (with a warning if the update would create duplicate emails). |
AI Metadata
Product Area: Assure, Data Import, User Management, Organisational Configuration
User Role: Assure System Administrator (requires the Manage Data-Import Supervisor Privilege)
Tags: Data Import, bulk import, system users, Data Import Map, Data Import Schedule, User Import, CSV, Insert, Update, Replace, Insert and Replace, User Access Type, AssureGO+, Masked Parent, Roles, Supervisor Privilege, People User Linking
Version/Region: Assure (all versions); all regions. The Data Import Tool is a purchased feature.
Important synonyms: Data Import Map = data map; Default Unit = Organisational Unit ID = Org Unit; Insert and Replace = replace import; AssureGO+ Only = mobile-only user; Expanded User Details = user CSV report; Key Field = unique identifier field; Match By Id = ID-based matching
Suggested embedding keywords: bulk import users Assure, data import map users, user import CSV Assure, Assure system user import, insert replace user import, Assure user access type import, people user linking import, data import schedule Assure, Assure import roles, user import validation