How do I add people to the User Directory using a CSV upload?
The CSV upload is the fastest way to add multiple people to your User Directory at once. Note that uploading a CSV will only add new people, It will not edit or overwrite any existing profiles already in your directory.
Before You Start
What You'll Need:
- Administrator access to the Kinatico Compliance portal
- Key details for each person: First Name, Last Name, Primary Email, Department, Role, and Location
Time Required: 5 to 10 minutes
Instructions
Step 1: Start the Import
- Click the blue + Add button in the User Directory, then under Import CSV select either Candidates or Users depending on the type of people you are adding.
Step 2: Download the Kinatico Template
- Select Use our template to download the official Kinatico CSV template.
- Fill in the template using the field guide below before proceeding.
⚠️ Using the Kinatico template ensures your column headers match the system exactly, which makes the mapping step (Step 4) seamless.
CSV Fields
| Column Header | Required | Description |
|---|---|---|
| First Name | ✅ | Letters, spaces, hyphens, apostrophes, periods, and accented characters only. |
| Last Name | ✅ | Letters, spaces, hyphens, apostrophes, periods, and accented characters only. |
| Middle Name | ❌ | Enter middle name if applicable. |
| Primary Email | ✅ | Must be unique within your organisation. Must be in valid format (e.g. john.smith@email.com). |
| Phone Number | ⚠️✅ | Field is only required for the Candidate CSV template. Must include the country prefix (e.g. +61 for Australia, +64 for New Zealand). |
| DOB | ❌ | Format must be DD/MM/YYYY. Minimum accepted age is 16 years old. Invalid dates will be skipped during validation. |
| Address | ❌ | Enter residential address. |
| Dept | ✅ | Must match an existing department in your organisation (case-insensitive). |
| Role | ✅ | Must match an existing role in your organisation (case-insensitive). |
| Group | ❌ | Must match an existing group in your organisation (case-insensitive). |
| Location | ✅ | Must match an existing location in your organisation (case-insensitive). |
Step 3: Upload Your CSV File
- Drag and drop your completed CSV file onto the upload area or select Browse Files to locate and select it from your device.
- Once your file has successfully uploaded, click Next.
Step 4: Map the Fields
- Review the field mapping screen to confirm that the Directory profile fields match the correct columns from your uploaded CSV file.
- Once you're happy with the mapping, click Next.
💡 If you used the Kinatico template, these should match automatically with no changes needed.
Step 5: Review and Resolve Any Issues
The system will check your file for critical issues, including missing required information, invalid field values, and duplicate email addresses.
- Critical issues (missing required fields, invalid data) must be resolved before you can continue. Clicking on a flagged issue will show you the exact location in your CSV (for example, Row 13, Column: Role) so you can fix it quickly.
- Duplicate names will be flagged with a warning label, but you can still proceed if the names are genuinely different people.
‼️ Important: You cannot complete the import while any critical issues remain. Open your CSV file, fix the flagged rows, and re-upload.
Step 6: Review and Import
- Review the final list of people to be added. You can deselect any individual to remove them from this upload.
- Click Import to add the new people to your Directory.
Recommended Next Steps
Assign an activity to your newly added people. When the first activity is assigned, each person will automatically receive an email inviting them to download the Kinatico Compliance app and complete the assigned activities.
Common Questions
Q: Will uploading a CSV update existing profiles? A: No. The CSV upload will only add new people to your directory. It will not edit, overwrite, or merge with any existing profiles.
Q: What if a Department, Role, or Location in my CSV doesn't exist in the system? A: The system matches these fields against your existing organisation structure. If a value doesn't match, it will be flagged with a warning that you'll be creating a new label. Labels are case sensitive, so double-check first the flagged label don't already exist.
Q: Can I upload both employees and candidates in the same CSV? A: No. You will need to complete separate uploads: one for employees and one for candidates.
Q: What happens if I have duplicate email addresses in my CSV? A: Duplicate email addresses are flagged as a critical issue and must be resolved before you can proceed, as each person requires a unique primary email within your organisation.
Q: Can I remove someone from the import list without editing my CSV? A: Yes. On the final review screen (Step 6), you can deselect individual people to exclude them from this upload.
Need Additional Help?
Still have questions? Our team has over 17 years of experience in people screening and verification. Contact us by selecting Get Help from the main navigation, then Email to send us a message. Alternatively, email our support team at cxsupport@kinatico.com.