For: Admins
If you're onboarding a large team, you can add multiple staff members or users at once by uploading a CSV file rather than adding them one at a time.
There are two separate bulk upload options:
Bulk Upload Staff — creates Staff Records only, with no login access
Bulk Upload Users — creates User accounts with login access
Note: If your team only needs to complete forms on a shared tablet, use Bulk Upload Staff. If they need to log in to Safe Food Pro on their own device, use Bulk Upload Users. Not sure which applies? See [Understanding Staff Records and Users].
How to Start a Bulk Upload
The entry point is the same for both options.
Log in to the Admin Console
Navigate to Staff & Users
Click the arrow next to the Add User button
Select either Bulk Upload Staff or Bulk Upload Users
Click the Template link to download the relevant CSV file
Filling in the Template
Complete the downloaded template using the field references below. Do not change the column headers — the upload will fail if the format does not match exactly.
Staff Template
Field | Required | Notes |
First Name | Yes | — |
Last Name | Yes | — |
Initials | No | — |
Job Role | No | Must match an existing Job Role in your account |
PIN | No | Must be exactly 4 digits, numbers only |
External ID | No | Used for integrations |
Phone | No | — |
Address | No | — |
Start Date | No | Format: DD/MM/YYYY |
Latest Induction Date | No | Format: DD/MM/YYYY |
User Template
Field | Required | Notes |
First Name | Yes | — |
Last Name | Yes | — |
Yes | Must be a unique email address | |
Access Level | Yes | Must match exactly: Admin, Manager, Tablet Manager, Tablet, Internal Auditor, or External Verifier |
Initials | No | — |
Job Role | No | Must match an existing Job Role in your account |
PIN | No | Must be exactly 4 digits, numbers only |
External ID | No | Used for integrations |
Phone | No | — |
Start Date | No | Format: DD/MM/YYYY |
Last Induction Date | No | Format: DD/MM/YYYY |
Uploading the File
Return to Staff & Users
Click the arrow next to Add User
Select Bulk Upload Staff or Bulk Upload Users
Click Upload and select your completed CSV file
Review the confirmation screen for any errors before proceeding
If any rows contain errors they will be flagged on screen. Correct the affected rows in your CSV and re-upload.
After the Upload
Bulk Upload Staff — uploaded staff will appear in your Staff & Users list immediately, ready to be selected when completing forms on a shared tablet.
Bulk Upload Users — uploaded users will receive an invitation to their email address to set their password. The invitation link expires after 2 hours. If it expires, they can use Forgot Password on the login screen to request a new one.