Contents

• Overview
• What is the "Profile Import" Feature?
• Step-By-Step Instructions
  • Prepare Your CSV File Template
    • Step 1: Download & Copy the Template
    • Step 2: Check Your Required Fields
    • Step 3: Enter Your Data
  • Complete the Profile Import 
    • Step 1: Access “Import Data” in Participant Network
    • Step 2: Upload Your CSV File
    • Step 3: Map Fields
  • Download the Profile Import Response
    • Step 1: Access the Downloads Page
    • Step 2: Download the File
  • Interpret Your Results 
    • How to read the response file
    • If rows failed
      • 💡Tips & Tricks for Common Errors 
• After a Successful Profile Import
• Related Articles

Overview

This step-by-step guide shows Organization Owners how to import existing profile data into the Participant Network.
 

What is the "Profile Import" Feature? 

• The Profile Import feature allows you to bulk import individual and organizational profiles into the Participant Network using a CSV file. 
   
• After the import, this information appears in the Participant Network:
  
  

Step-By-Step Instructions

Prepare Your CSV File Template

Step 1: Download & Copy the Template

1. Download the Profile Import Template. 

2. Open the file and make a copy of the “Template” tab. 

Step 2: Check Your Required Fields

Your CSV must include a column for each required field in your Profile Forms. To check which fields are required in your Profile Forms:

1. Go to Settings > Profile Forms.

2. Review which fields are marked required for both Individual and Organization forms.

3. Make sure your CSV includes a column for every required field.

💡 Tip: If you don't have data for a required field, you can temporarily mark it as not required. In the Organization, go to Settings > Profile Forms and set “Mark as required?” to “No” for those fields within your Individual and Organization profiles. You can switch it back after the import. (Some default fields are always required. For more details, see these articles ➡️ Setting Up the Individual Profile Form | Setting Up the Organization Profile Form).

Step 3: Enter Your Data 

1. Enter your information for each user into the CSV template: 

- Each row represents one user (an individual or organization).

- Fill in the columns with the corresponding information for that user.

- In the Type column (the last column), enter: 

- i for an individual; or 
- o for an organization

Complete the Profile Import

Step 1: Access “Import Data” in Participant Network 

1. Log in as the Organization Owner. 

2. Click Participant Network in the top menu. 

3. In Participant Network, click Import Data in the upper-right corner. 

4. In the pop-up window, select Profile Import. 

Step 2: Upload Your CSV File

1. Under Upload Document, click Choose File > Choose your completed CSV file > Click Next.

Step 3: Map Fields

• The Map Fields screen is where you match the columns in your CSV file to the profile fields in the system.
   
• You’ll see three sections: 
  • User Fields
  • Individual Profile Fields
  • Organization Profile Fields (you may need to scroll to view all).
    
    
• ⚠️IMPORTANT: You must map the required fieldsin all three sections before you can import, even if a section doesn’t apply to your data.
  
  

To map fields:

1. For each required field, open the “Select” dropdown to the right of the field name. 

2. Choose the corresponding column header from your CSV file.

What to map in each section: 

A. User Fields: 

1. Map all required fields.
2. For the “Name” Profile Field, select “User Email ID” from your CSV. 
   ⚠️IMPORTANT: The User Email ID column must contain data in your CSV for the import to work. 

B. Individual Profile Fields: 

1. Map all required fields.
2. If you’re not importing Individual profiles, the CSV columns can be blank—but you still need to select them in the dropdown.

C. Organization Profile Fields: 

1. Map all required fields.
2. If you’re not importing Organization profiles, the CSV columns can be blank, but you still need to select them in the dropdown.

🎥Watch this quick clip to see the mapping process:

3. Once all fields are mapped, click Import CSV in the bottom-right corner.

4. A confirmation message appears in the bottom-left confirming that your profile import started. The system will email you when your Profile Import Response is ready. 

Download the Profile Import Response

Step 1: Access the Downloads Page

• Option 1: Click Go to Download Page in the confirmation email.
  
  
• Option 2: Log in as the Organization Owner  > click your username in the upper-right corner > select Downloads.

Step 2: Download the File 

1. On the Downloads page, click the download icon in the Actions column for the Profile Import Result file you want to download. 

2. Open the downloaded file. 
 

Interpret Your Results

1. Open the Download Response File to confirm how each profile was processed. 

How to read the response file:

• “Users:” Shows the user accounts that were created.

📌Note: In some cases, a user may show “Success” even if the profile fails. This usually means the system found an existing user account for that email and reused the same User ID, while blocking the profile as a duplicate.

• “Profiles:” Shows the profile data linked to the user accounts (Success/Failure).
   
• “Import Status:” Shows whether the import was a Success or Failure.
   
• “Error:” Explains why a row failed (For example: missing required user_email field or duplicate profiles).

🔍 Example: 

• 2 user accounts were successfully created (for the individual applicants). 
• 2 individual profiles were successfully imported. 
• 2 organization profiles failed because the “User Email ID” column  was blank. 
  
  

If rows failed:

1. If any imports failed, correct the errors directly in your CSV file and restart the import.

After a Successful Profile Import

After new users are imported: 

1. They’ll receive an email invitation to the organization. 

2. The imported users will be visible in the Participant Network. 

To see all users: 

1. Go to the Participant Network in the top menu.

📌Note: Click a participant’s name in the far-left column to view their profile. 

Next steps:

Once your import is successful, return to your Profile Forms (Settings > Profile Forms) and do the following, as needed:

• Restore Required Fields: Any fields you temporarily set to "No" for Mark as required? should be toggled back to “Yes.” (Applicants will be asked to complete any missing required fields the next time they sign in)
   
• Restore Conditional Logic: Reapply any conditional logic you had in place.

Related Articles

➡️How to Import Applicant History
 

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