How to Bulk Update Your Team on Emburse Spend

Many customers manage their employees in external software, which can make updating your team by individual employees inconvenient. The Team Bulk Upload feature streamlines the process of keeping your team up-to-date in Emburse Spend, allowing you to add, update, and deactivate users in one step.

Importing Your Updated Team Information

To update your users in bulk, go to the People screen and click Import in the upper right corner.

You will be prompted to upload your CSV file. The Update Your Team window contains a link to download a CSV template to get you started. This CSV will include all of the pre-set columns, plus a column for each Team Field that you have set up in your account. 

You may also download the template by clicking here.

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Alternatively, you may create your own CSV file to upload. If you do this, refer to the CSV formatting guidelines below to ensure a smooth upload.

CSV Format Guidelines

If you want to create your own CSV file, follow the instructions below:

  • The file must be a valid CSV (i.e., a comma-separated file).
  • The file must include a column entitled “Email” and each cell must contain a valid email address.
  • You can pick and choose any of these columns to include, but make sure that they have the correct titles. 
    • Role: If this field is left blank, it will default to Employee.
      • Employee: A member who will only be submitting expenses and/or is a manager
      • Admin: A member with final approval permission
      • Non-Approval Admin: A member with admin visibility but no approving permission
    • Manager Email: This column will assign to the member a manager (i.e., the first approver of the member’s expenses, if enabled).
      • This must be a valid email address.
      • Leave the value blank if you don't want to assign that member a manager.
    • Employee ID: If your organization utilizes the Employee ID feature, you may include employee IDs here.
    • Any active Team Fields (e.g., Department, Location).
      • Each column must have a title row that contains the name of the Team Field.
      • The Team Fields' names and values must be set up in Emburse Spend prior to the upload of this CSV file.
You may include columns for other values, like employee name, but Team Bulk Upload will not pull this information into Emburse Spend.

Previewing Changes

Once the CSV uploads, you will be able to review your changes before you finalize them. The summary screen will break down your changes into five different categories. You may select or deselect the checkbox based on which changes you would like to make.

Deactivating users means that they will no longer have access to their Emburse Spend accounts. By default, the deactivation changes are left unchecked.

If you would like to see a more detailed list of your changes, click Preview Changes to view the individual users in each of these categories.

Confirming Changes

When you are satisfied that your changes are correct, click Apply on the summary screen. You will then be prompted with a final check to confirm the changes. You will not be able to undo the changes after you have confirmed the list.

When you are certain of your changes, click Confirm My Changes. Your People screen is now updated. You may scroll through to look at your changes, invite new users, or open individual users to edit their information.

To send invites in bulk to added users, you may click Select All and send the invite.

Bulk Deactivate Users

To deactivate multiple users simultaneously, you may use the same CSV file mentioned above. Simply remove the users you want to deactivate from that CSV file.

Deactivating users means that they will no longer have access to their Emburse Spend accounts.

Click Import on the People screen and, once the CSV file has uploaded, check the Deactivate xx current users that are not present in the csv box on the Update Your Team summary screen.

Click Apply and then Confirm My Changes.

 

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