Adding, Importing, & Exporting Users (CX)

Suite
Customer Experience Strategy & Research
Product
Qualtrics
What's on this page

About Adding, Importing, & Exporting Users (CX)

In the Users section of the User Admin tab, you can either upload users in bulk using a file or by manually typing their information into a form. You can also export a list of your users for use in another dashboard or for use in external records you may keep.

When adding or uploading users, you must include the following fields: email, first name, and last name.

Attention: Only users with certain permissions have access to User Admin. See Getting Access to the User Admin for more details.
Qtip: Uploading blank values in a Metadata column will delete existing attribute values.
Qtip: This page refers to managing users in CX Dashboard projects only.

Add Users Manually

You can add users by typing their information into fields, or by pasting it.

Go to the Users section in the User Admin tab.
Add Users in blue on the upper-right
Add Users in blue on the upper-right
Click Add Users.
Select Manually Add Users.
Fill out the fields. You must at least provide an email, first name, last name, and unique identifier.
Fields filled out
Fields filled out
Attention: See Maximum and Supported Characters for guidelines and restrictions around user and metadata fields.
Qtip: The email address will become the user’s username to log in to Qualtrics. All uppercase characters will be automatically converted to lowercase.
Click Add metadata to add metadata to your user.
Qtip: Metadata serves as any additional information you want to include aside from the basic fields provided. You can name the column whatever you want.
Click Add participant.
Add additional participants by repeating steps 4 through 6.
When you’re done, click Save.

Importing a File

It can be much easier to upload many users at once using a file made in Excel. This also saves you from having to manually add metadata columns or type values one-by-one.

Formatting Your Document for Import

When you are on the upload window, click CSV Template or TSV Template to download an example file for the format you should follow.

Blue CSV Template and TSV Template link on the Add Users window
Blue CSV Template and TSV Template link on the Add Users window

Here is a list of requirement this file must meet:

  • You must include FirstName, LastName, UniqueIdentifier, and Email for all users.
    Qtip: If your organization uses SSO, you must include a Username column! The Username column needs to be filled in with the values from your Active Directory that you are passing us for the username attribute. The #brandID will be appended to the username automatically upon upload of the file.
    Qtip: If the import fails, you may get the message “Skipped X users due to missing a required field.”
    Import complete. Skipped 1 users due to missing a required field.
    Import complete. Skipped 1 users due to missing a required field.

    This likely happened because you forgot to add an email address, first name, or last name for one or more of the users you were importing.
  • The file must be saved as a CSV or TSV.
    Qtip: See our CSV/TSV Upload Issues page for help troubleshooting upload issues.
  • The spelling and capitalization of certain headers (FirstName, Email, LastName) are vital to this information uploading correctly. The only column headers you can change are the Metadata columns, which can have any header name you want, be as many columns as you want, or be deleted entirely.
  • If you are including a Language column, make sure Language is capitalized, and the value for each user is in language code format.
Attention: See Maximum and Supported Characters for guidelines and restrictions around user and metadata fields.

Importing the File

When your file is configured for import, you can upload users within the Users tab.

Click Add Users.
Using the blue Add Users button
Using the blue Add Users button
Select Import from file.
Where it says Drag a file here, drag your file from a folder and drop it. Or, click Select a file to select your file normally.
drag a file here button
drag a file here button
Click Check for errors. If there are no errors, a pop-up will appear showing how many users will be added and how many existing users will be updated.
check for errors button
check for errors button
Click Finalize Import to upload the users.
finalize import button
finalize import button
Qtip: Do you want to upload users automatically on a regular basis? Check out the Load Users into CX Directory task.

Exporting Users

You can also export a list of your users to a CSV or TSV. This file contains every column of information, including FirstName, LastName, Email, UniqueID, and all metadata.

Exporting Selected Users

Once you select users using the checkboxes to the left, go to Bulk Actions and select Export selected users.

Selecting users and exporting them using the Bulk Actions option
Selecting users and exporting them using the Bulk Actions option

The only metadata that appears in this export is metadata that at least one of the users has a value for. Blank data is excluded if none of the users selected has a value for that metadata.

Qtip: Users have to be selected to be exported. Adding a filter or search terms won’t affect which users are included in your file, you also have to select the users. The Select All option will only select those that meet the search and filter requirements.

Exporting All Users

To export all the users in your brand, click Bulk Actions and select Export users.

Export Users option
Export Users option

Removing Users

You can use a file to remove users from the admin in bulk, or you can choose to remove only selected users.

Warning: Be careful before deleting users. Deleting a user from CX User Admin may delete them from your entire user organization. (See: Admin users.) If you want to adjust this setting, to either enable or disable it, please reach out to Qualtrics Technical Support.

Removing Selected Users

Select users using the checkboxes to the left.
Select Bulk Actions and click Remove selected users.
remove selected users button
remove selected users button
Type “remove” and select Remove # users.
remove users confirmation button
remove users confirmation button

Removing Users with a File

You can use a file to remove users from the admin. This file only needs to contain the users you would like to remove. Users will only be removed from the Users tab within User Admin and will remain in the Qualtrics global directory.

Select Bulk Actions and click Remove users.
remove users button
remove users button
Click Download to download an example file for the format you should follow.
remove users
remove users
Qtip: The first header in the CSV file must contain the user’s unique identifier. Don’t add any other fields. The maximum number of unique identifiers allowed in the file is 5000.
Click Choose file to upload the file of users you want to delete.
Click Remove Users.

Updating Users

You can also use a file to update your users as a group. See the Updating Multiple Users’ Metadata Values page for further instruction.

Updating Unique IDs

Select Bulk Actions and click Update unique IDs. Upload a CSV file with the users you want to update. Each row must have oldUniqueID and newUniqueID. Any other fields are forbidden.

update unique ids button
update unique ids button
Qtip: The maximum allowed file size is 100 MB.

Once your file is uploaded click Update.

update button for updating unique IDs
update button for updating unique IDs

Automatically Uploading Users

You can automatically upload users to your CX directory on a regular schedule using workflows. Here are some resources we recommend checking out:

FAQs

Can I add just one user at a time to the User Admin tab?

How do I set the password for new dashboard users?

When you upload users in bulk, are they automatically added to a role based on the criteria they meet?

If I uploaded a Qualtrics user in the Admin page first, will they be automatically added to my CX directory?

I uploaded Qualtrics users in the Admin page first. How do I link these users to CX dashboards?

Can I automate changes to my CX org hierarchy?

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