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Mass assign an existing member to our Team Groups. Possible?

Hi,

Is it possible to use the member import to assign an existing member to existing groups ? We use groups to give access rights and I would like to add an existing member in a lot of groups, if I could save time by avoiding making it one group by one group it would be great 😅

Thanks for your help

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Megan

Hey @PhilippeColombe, gotcha!

The answer is yes!

After clarifying that you're referring to the .csv option, I can confirm that you can do it that way.

If you have any other questions, let me know!

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Megan

Hey there, @PhilippeColombe, welcome to our Community!

If you could clarify a bit more about the member import feature, and which one you're referring to, that'd be amazing.

As far as I'm aware, the only way to add a member to a group, would be if you added said member to each individual group.

I'm waiting for your response, and we'll take it from there!

PhilippeColombe

Hi Megan,

Thanks for your answer. My need is to assign an existing member to many groups (say 30) at once. But I understand it's not possible. The only way to assign a member to several groups at once seems to be when inviting A NEW MEMBER to join the team. In my case could it be the solution to delete the member and invite him(her) again afterwards with all the groups assignment I need ?

Megan

Hi @PhilippeColombe, when you add a new user to the Team, the member is automatically assigned to the "Everyone at (team name)" group, not all of them.

This group is created automatically and includes invited members. If you wish to add them to more groups, you'd need to do it manually.

I hope this clarifies!

PhilippeColombe

Hi Megan,

Not really 😢, according to the member import .csv template there is a field named "Groups" so I understand that when I import a new member with the .csv file I can assign him to the groups mentioned in the dedicated field so I don't have to had the new member manually to each group one by one. Is it right ?

Megan

Hey @PhilippeColombe, gotcha!

The answer is yes!

After clarifying that you're referring to the .csv option, I can confirm that you can do it that way.

If you have any other questions, let me know!

PhilippeColombe

Hi Megan,

Perfect, thanks for your help !

Megan

My absolute pleasure, Philippe!

Have a lovely weekend ahead,enjoy!

PhilippeColombe

Hi Megan,

I tried to import a .CSV file with a lot of groups, but I still have the message 'Invite 0 persons to join your team' meaning (I suppose) 'Your csv file is incorrect'. According to the template.csv I separated the main field; with ';' and the groups with ','. Is it correct ? Another question, is there a limit in the number of groups in the Groups field ? In my case I have 250 groups, may be it's too much 🤔

PhilippeColombe

In fact it seems I can't invite a member whose account has been canceled, so may be the csv file is correct but the user name is invalid. My problem was to assign an existing member to many groups at once, so I canceled the user and reinvited her while her account still appeared as canceled in the members page of the admin interface. So I tried the classic way to invite her with her email but I had the message 'A user account is canceled, try to restore the account' (the message was in french so the english phrasing is surely wrong, but the translation should be correct).

Megan

Hi @PhilippeColombe, so we're talking about a deleted member, that I am guessing you haven't transferred their content to a different member, is that so?

PhilippeColombe

Hi Megan,

Yes it is, as you guessed the member has been deleted temporarily only to be able to reinivte her with the assignment to the required groups.

Jay

Hi @PhilippeColombe, there are three options here.

If the user was deleted within the last 7 days, you can manually recover their account using these steps. After that, you can manually invite them to the appropriate groups.

Secondly, you can wait for the full 7 days since their deletion and invite them via the csv file.

Finally, you could use the account transfer tool to transfer their files to another user, which will in turn permanently delete their account. This way you can invite them immediately via the csv file.

PhilippeColombe

Hi Jay,

Very interesting indeed, I have all the information I needed.

Many thanks 👍

PhilippeColombe

Hi Jay,
I deleted the account and transfered the files to myself so I suppose the member is permanently deleted. But I still have the message 'Invite 0 person to join your team ?' ('Inviter 0 personne à rejoindre votre équipe ?' in french) when I try to import a .csv file. I made many tests with various configurations, the simplest with only mail, first name and family name separated with ';' with no groups but nothing worked, I never managed to get 'Invite 1 person to join your team ?'.
What do I do wrong ?
Thanks for your help

Jay

Thanks for the info, at this point, I'd recommend getting in contact with the support team directly for them to investigate this matter in more detail on their end.