How to Bulk Import Members
Learn how to quickly add multiple team members to your organization using CSV or Excel files.
In This Article
Overview
The bulk import feature allows organization administrators to add multiple team members at once by uploading a CSV or Excel file. Instead of creating accounts manually, you can invite dozens of members in just a few clicks. Each member will receive a secure invitation email to set their own password.
When to use bulk import: Best for onboarding large teams, migrating from another platform, or setting up seasonal groups.
Prerequisites
- You must be an organization administrator
- Your CSV or Excel file must be properly formatted (see below)
- Each member needs a unique email address
- Maximum 100 members per upload
Step-by-Step Guide
Step 1: Navigate to Your Dashboard
Log in to Chorvia and go to your organization dashboard. You'll find the "Bulk Import" button in the Organization section.
Step 2: Download the Template
Click "Bulk Import" to open the modal, then click "Download CSV Template" to get a properly formatted template file.
email,firstName,lastName,gender,age
john.doe@example.com,John,Doe,male,35
jane.smith@example.com,Jane,Smith,female,28Step 3: Fill in Member Information
Open the template in Excel, Google Sheets, or any spreadsheet editor. Add one row per team member with their information:
- email: Member's email address (required, must be unique)
- firstName: First name (required, 1-50 characters)
- lastName: Last name (required, 1-50 characters)
- gender: One of: male, female, non-binary, prefer-not-to-say
- age: Number between 18 and 120
Step 4: Upload the File
Save your spreadsheet as a CSV or keep it as Excel (.xlsx). Then drag and drop the file into the upload area, or click to browse and select it.
Step 5: Review Validation Results
Chorvia will automatically validate your file and show you:
- Total rows in your file
- Number of valid entries
- Any errors that need to be fixed
Common errors: Duplicate emails, invalid email format, age out of range, missing required fields
Step 6: Fix Errors (if any)
If there are validation errors, you'll see them highlighted in red. Fix the issues in your spreadsheet and re-upload the file.
Step 7: Send Invitations
Once all errors are fixed, click "Create Invitations". Each member will receive an email with:
- A secure invitation link
- Instructions to set their password
- Information about your organization
- An expiration notice (invitations expire in 7 days)
Step 8: Members Accept Invitations
Team members click the link in their email, set a password, and are automatically added to your organization. They'll then complete their preferences and be eligible for matching.
File Format Requirements
| Field | Required | Format | Example |
|---|---|---|---|
email | Yes | Valid email format | john@example.com |
firstName | Yes | 1-50 characters | John |
lastName | Yes | 1-50 characters | Doe |
gender | Yes | male, female, non-binary, prefer-not-to-say | male |
age | Yes | Number, 18-120 | 35 |
Common Mistakes to Avoid
- Don't include column headers in the middle of your data
- Don't use different column names (must match exactly)
- Don't leave any required fields empty
- Don't include more than 100 rows
- Don't use email addresses that already exist in the system
- Don't add extra columns (they will be ignored)
Download Template
Use our pre-formatted templates to ensure your file is structured correctly:
Frequently Asked Questions
What happens after I upload the file?
Chorvia validates all the data, creates invitation tokens for each member, and sends them a personalized invitation email. They have 7 days to accept the invitation and set their password.
How long are invitations valid?
Invitations expire after 7 days for security reasons. If a member doesn't accept in time, you'll need to re-send their invitation.
Can I re-send an invitation?
Currently, you'll need to use the bulk import feature again with just that member's information. We're working on adding a "Resend Invitation" button for individual members.
What if someone doesn't receive the email?
Ask them to check their spam folder first. If they still can't find it, verify the email address was entered correctly and re-send the invitation.
Can I upload more than 100 members?
The current limit is 100 members per upload. For larger imports, split your file into multiple batches of 100 or fewer.
What file formats are supported?
We support CSV (.csv) and Excel (.xlsx, .xls) files. If you're using Google Sheets, download your sheet as CSV or Excel before uploading.
Still Have Questions?
Our support team is here to help you get your team onboarded smoothly.
Contact Support