Import Users via XLSX File

When to use this

Use bulk import when you're:

• Setting up PhishGrid for the first time and adding your entire user base
• Onboarding a new batch of employees after a hiring wave
• Adding users from a specific department or location

For updating existing users (changing names, job titles, group memberships), use Synchronizing Targets via XLSX instead — it handles both updates and new additions in one operation.

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Prepare your XLSX file

Your file must have these column headers in the first row:

Column	Required	Notes
Email	✅	Work email address — must be unique per user
First Name	✅
Last Name	✅
Job Title	Optional	Recommended — enables role-based campaign targeting
Contact Number	Optional	Include for vishing simulation capability
Group	Optional	Must exactly match an existing group name (case-sensitive)

Tips for a clean file:

• No merged cells, no extra formatting
• One user per row
• Email addresses must be unique — duplicate emails will be skipped
• If assigning to groups, create the groups in PhishGrid first before importing

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Import steps

1. Go to Targets in the left sidebar
2. Click Import Targets
3. Upload your XLSX file
4. Click Import Targets to execute

PhishGrid will process the file and import all valid rows. Any rows with missing required fields or duplicate emails will be skipped.

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After importing

• Check your Targets list to confirm users appear correctly
• If any users are missing, check that their rows had valid emails and all required fields
• Users assigned to groups will appear in those groups immediately

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Common issues

Problem	Likely cause	Fix
Users not appearing	Missing required fields	Ensure Email, First Name, Last Name are filled for every row
Group assignment not working	Group name doesn't match exactly	Check spelling and capitalisation of group names
Duplicate entries	Email already exists in PhishGrid	Use Sync instead of Import to update existing users