Note: You do not need to bulk upload users if your company uses an HRIS integration
What is Bulk Upload?
Bulk Upload is a way to manually import or update large amounts of employee data in Nectar using a .csv file — instead of relying on an automated sync or as a temporary provisioning method while an automated sync is getting setup.
It allows admins to:
Add new users to Nectar in bulk
Update existing user information
Deactivate or reactivate users
Add or adjust Employee IDs (EEIDs) before enabling or switching an SFTP or HRIS integration
Bulk Upload acts as a flexible data management tool — especially helpful when:
Setting up Nectar before an HRIS or SFTP integration is live
Preparing for a new sync method (e.g., adding EEIDs or aligning data formats)
Correcting or standardizing data that would otherwise cause sync issues
Updating users manually for clients who don’t use automated integrations
Assigning certain users to certain products
Terminology to Know
Term | Definition |
Field Mapping | The process of matching data fields from a client’s report (like “first_name” or “manager_email”) to the corresponding fields in Nectar (like “First Name” or “Manager Email”).
It ensures that the right information from the report ends up in the correct place in Nectar during an upload. |
Instance - In regards to HRIS | An instance is like a different version or environment of the same HR system. They can either combine reports from different instances to one and upload, or they can also upload multiple reports via Bulk Upload being sure to use the “Append to or update users in the the current list” option. |
Append | Add new information to existing data. |
Property | User profile field in Nectar (i.e. Department). |
(Property) Value | The actual data that goes into that user profile field in Nectar. For example:
|
Step 1: How do I prepare my bulk upload file?
Download the CSV template file to get started.
Make sure your file follows this format exactly—only include the listed column headers.
Note: Your file must be in CSV (comma-separated values) format.
‼️ Important formatting guidelines‼️
Employee ID must match exactly Make sure the
employee_idmatches what’s already in the system. A mismatch (like12345vs012345) will create a duplicate user. See resource.Date formatting matters
birth_date: UseD-Mon(e.g.,8-Jun)hire_date: UseD-Mon-YYYY(e.g.,8-Jun-2008)
Need to know how to reformat those dates in your spreadsheet? Check out these videos on how to reformat in Google Sheets and Microsoft Excel. Do not include a zero before single-digit dates (✅
8-Jun, ❌08-Jun).Preferred name: This should only include the user's preferred first name.
Email addresses and Employee IDs must match exactly Ensure the
email_addressandemployee_idin your upload file match with the existing records in the system to avoid creating duplicates or overwriting data.
Step 2: How do I upload the file?
Go to the Admin section and click the Users tab.
Select Add Users, then choose Bulk Upload Users and click Continue.
You’ll see two upload types:
Append to or update users in the the current list
This will only make changes to users who are included on the .csv upload. No other changes will be made to any other users.
Great for making changes to certain batches of users (i.e. updating office locations, managers, or products).
Deactivate users not in the current users list
This will deactivate existing Nectar users who are not in the .csv upload. Similar to how SFTP functions if you aren’t using an Active column.
Upload your file
Select "Choose File" beneath Upload User List
Map column headers
Use the dropdowns to match your file’s columns with system attributes. Click Validate Matches once you’re done.
Fix any errors
The system will highlight any issues in red. Correct them in your file and re-upload if needed.
Review your data
Make sure everything looks correct. Click Complete Upload when you're ready.
Final confirmation
A summary will show how many users will be added, updated, or deactivated. Double-check the numbers before hitting Complete.
Tip: If the User count seems off, revisit your file and start again from step 1.
Success!
Look for the green checkmark to confirm your upload is complete. Click close, and refresh the page to see changes.
Employee ID’s and Bulk Upload
EEID’s are used as an identifier in our system in addition to email. Nectar highly encourages that you include this on the report. Having those ID’s on user profiles can help with:
Preventing duplicate accounts
Updating information
Troubleshooting
How EEID and Email Work Together
Scenario | What Happens | Example | Result in Nectar | Nectar Guidance |
✅ Existing user gets an EEID added (same email) | Nectar matches by email, adds the EEID to the existing account | [email protected] → EEID 25 | Existing user updated with EEID | No action needed |
⚠️ EEID and email both change at once | Nectar can’t match by email, so it creates a new account | [email protected] → [email protected] - EEID 25 | New user account created; old user account remains separate with no EEID | Avoid changing both at once. Contact Nectar Support to combine duplicates. |
🧠 Client has EEIDs and updates email | Nectar matches by EEID, safely updates the email | EEID 25: [email protected] → [email protected] | Email updates successfully on same user account | Safe to change email. |
🚫 Does not have EEIDs and updates email | Nectar matches only by email, sees new address as a new user | Old user account deactivated, new user account created | Do not update email via bulk upload unless EEIDs are used. Change the email manually before changing on the next report. |
Do users get invited when using the Bulk Upload?
There is no automation for email invitations being sent to new users when using the Bulk Uploader. Once you complete the upload, you will click the “Send Invites” or "Launch" to get those invitations sent to your users.
❗ IMPORTANT: Clicking this button will sent invites to all users who are not marked invited or haven't created an account yet. Do not click this until your account is ready to go live.