How to Bulk Import Teammates?

Bulk import adds a whole team to a SyncSignature workspace from one CSV file. Email address is the only column the import truly needs, and every other column fills a field in the signature, such as name, job title, department, or phone.

Importing puts people in the workspace. It does not put them in a group or send invites. Those are separate steps, and signatures do not exist until the group step is done.

What the CSV needs

Column	Required	Fills	Notes
Email	Yes	The teammate's identity	A row without a valid email cannot be imported
Name	No	{{name}}	Full name as you want it displayed
Job title	No	{{title}}	Keep the wording consistent across the team
Department	No	{{department}}	Useful for deciding groups later
Phone	No	{{phone}}	Include country code if you email internationally
Photo	No	{{photo}}	A hosted image URL, since mail clients cannot read a local file path

A few things worth knowing before you build the file:

• Only dynamic fields pull from the CSV. A column mapped to a static field, one locked to the same value for everyone, changes nothing until you set that field to dynamic in TEMPLATES.
• Extra columns are ignored. Export from your HR tool and upload the file as is.
• Aliases are separate rows. In Google Workspace, each alias is treated as an additional teammate. If sales@ needs its own signature, give it its own row.

Before you start

Requirement	Where it lives	Notes
Owner or Manager role	Your workspace	Teammates cannot import or invite other teammates
The right workspace open	Workspace menu, bottom left	On the Agency plan, each client brand is its own workspace
At least one saved template	TEMPLATES	You will need it at the group step
A CSV with an email column	Your machine	Export from a spreadsheet as comma separated values

If your team lives in Google Workspace or Microsoft 365, consider connecting the directory under Integrations instead. A CSV is a snapshot of the moment you exported it, where directory sync keeps details current after setup day.

On Google Workspace it also handles new hires. Your organizational units sync as groups, so a person added to the directory lands in the group matching their OU, or in the default group if that OU is not one you selected, and a signature is generated without a second CSV. Microsoft 365 does not do that part: OU to group sync is Google Workspace only, so on Entra ID an admin still assigns each new teammate to a group.

How to bulk import from a CSV

1. Open the workspace you want to fill. Import lands people in whichever workspace is open, so on a multi brand account, check which workspace is open first.
2. Go to TEAMMATES. This is where every method of adding people lives.
3. Choose the bulk import option and upload your CSV file.
4. Map the columns. Confirm which column is the email address and which feed name, title, department, phone, and photo.
5. Run the import. Rows that pass validation are added to the workspace as teammates.
6. Review the result. Check the imported count against the row count in your file. Any gap is a validation failure worth a look.

What happens to rows that fail validation

A bad row does not stop the import. The rows that pass are added, and the ones that fail are left out so you can correct them and upload again.

Row problem	What happens	What to do
Missing email	Row is skipped	Add the address and re-upload just the fixed rows
Malformed email, for example a missing domain	Row is skipped	Correct the spelling in the spreadsheet
Email already in the workspace	No second record is created	Edit the existing teammate instead of re-importing
Header row named something unexpected	Column is not mapped	Fix the mapping at the upload step, or rename the header
Blank optional field	Row imports, that field stays empty	Fill it in on the teammate record, or the field renders empty

Re-uploading a corrected file is safe: people who imported the first time are not duplicated by a second pass.

What to do after the import

Importing is step one of three. Signatures appear at step two.

1. Put people in groups. In GROUPS, create a group, assign a template, and add the imported teammates. Signatures generate as each person is added. A teammate belongs to one group at a time, so decide the split first: by department, office, or brand.
2. Send invites. In TEAMMATES, select the people you want to give a login and send the invitation. A teammate needs a group assigned before an invite can be sent. This trips up almost everyone who imports a large file and tries to invite straight away.
3. Deploy the signatures. With Google Workspace connected, open the group, select the users, and click Install signature. That manual push is the default. Turn on Auto install for the connection under Integrations and it stops being a step: template edits install themselves and newly synced users install themselves. It is set once per integration, not per group. On Microsoft 365, the Outlook add-in stamps signatures at compose time once it is deployed, so there is nothing to push per person, and Auto install there covers the install of newly synced users. Without an integration, teammates log in and copy their signature, or you email it to them.

Auto install and directory sync together are covered in how to fully automate email signatures.

One billing note, and the order matters here. Importing does not use a seat. A seat is used when a signature is generated, which happens at step 1 above, as each teammate lands in a group with a template. Alias rows count separately, so a 40 person import where everyone also has one role alias becomes an 80 seat workspace once they are grouped, not a 40 seat one. The Team plan starts at 5 seats, and billing snaps to the next step on the ladder rather than charging your exact count. See how seats and licenses work for the full rule, and SyncSignature pricing for rates.

Common issues and fixes

Issue	Cause	Fix
Import finished but nobody has a signature	Imported teammates are not in a group yet	Add them to a group with a template assigned
Cannot send invites after importing	Invites require a group assignment	Assign groups first, then select and invite
Fewer teammates imported than rows in the file	Rows failed validation, usually a missing or malformed email	Fix those rows and upload the corrected file again
People landed in the wrong client workspace	The import ran in whichever workspace was open	Delete them there and re-import with the correct workspace open
Photos are not rendering	The photo column holds a local file path	Replace it with a hosted image URL

Related articles

• Import and manage teammates covers manual, CSV, and directory import side by side.
• What are groups explains the group and template pairing that generates signatures.
• Invite a teammate to your workspace is the step that follows the group assignment.
• Bulk edit email signatures for teammates shows how to update everyone after the import.

Still stuck? Email support@syncsignature.com and include your workspace name, the number of rows in your file, and the number that imported.