Bulk provisioning lets you quickly add or update multiple users in Workleap using an XLSX (Excel) file. This is useful when onboarding a large number of users or modifying existing accounts with new roles or team assignments.
How bulk provisioning works
First, you download a preset XLSX template directly from the Workleap platform. Then, after entering or updating user data, you re-upload the file to apply the changes.
Tip: Workleap identifies users by their email address. If an email matches an existing user, their profile is updated. If no match is found, a new user is created.
What can I do with bulk provisioning?
Use bulk provisioning to:
Create new user accounts.
Update user properties.
Assign or update user roles (e.g., Administrator, Executive, or Employee).
Add users to teams.
Adjust product accesses.
Download the import file
Log in to Workleap and open settings.
Select Bulk provisioning from the left-hand menu.
Select Download file under step 1.
Open the downloaded XLSX file in a spreadsheet editor such as Microsoft Excel.
Note: Only Administrators can access bulk provisioning.
Adjust your data
The import file contains your Workleap account's user and property data. Columns correspond with properties, and each row represents a user.
Adjust the import file as needed to do any of the following actions via bulk provisioning:
Create new users
Add a new row to the import file, and enter the new user's email in the Email column.
Delete a user
Select the user's row in the import file and delete it.
Add a user to a team
Add a Team Manager's email to the user's Team Manager Email column.
Note: To add a user to multiple teams, access their user profile in Workleap.
Update user properties
The import file contains both default and custom properties from your organization. You can update your users' names, job titles, language preferences, product access, and more.
Caution: You cannot add new custom properties (i.e., columns) to the import file. To create new custom properties, use the Properties page in Workleap settings before downloading the import file.
Save and re-upload the import file
When you are done adjusting the import file, save your changes.
Do not change the file type. Only XLSX files are supported.
Back in Workleap, drag and drop the import file into the Bulk Provisioning page, or select Browse Manually and select the import file.
Confirm changes
When the file is uploaded, you can view and confirm all changes before applying them.
If there are errors, they are also shown here. If needed, you can re-adjust the import file, save, and re-upload the import file to resolve errors.
When you've verified all the changes from the import file, select Complete import to apply them.
Troubleshooting tips
If your import fails:
Make sure you’re using the XLSX file downloaded from Workleap.
Confirm that all email addresses are valid and unique.
Check that role and team names match existing entries in Workleap.
Do not edit column headers or change the file format.