--- title: How to Add Multiple Users at Once description: The Add Users table lets you create several employees in one go. Instead of filling out a form for each person individually, you enter everyone into a spreadsheet-style table and submit them all together. --- [Skip to content](https://help.jointimecloud.com/how-to-add-multiple-users-at-once#main-content) [Contact us](https://help.jointimecloud.com/kb-tickets/new?hsLang=en) [![Timecloud-Logo-600-2](https://help.jointimecloud.com/hs-fs/hubfs/Timecloud-Logo-600-2.png?width=200&height=40&name=Timecloud-Logo-600-2.png)](https://help.jointimecloud.com/?hsLang=en) Open main navigation Close main navigation - [Contact us](https://help.jointimecloud.com/kb-tickets/new) - [Go to app.jointimecloud.com](https://app.jointimecloud.com/) [Go to app.jointimecloud.com](https://app.jointimecloud.com/) Got questions? Ask away - There are no suggestions because the search field is empty. 1. [Service Portal](https://help.jointimecloud.com/?hsLang=en) 2. [Employees](https://help.jointimecloud.com/employees?hsLang=en) # How to Add Multiple Users at Once ## How to Add Multiple Users at Once The Add Users table lets you create several employees in one go. Instead of filling out a form for each person individually, you enter everyone into a spreadsheet-style table and submit them all together. ### **How to Add Multiple Users at Once** The **Add Users** table lets you create several employees in one go. Instead of filling out a form for each person individually, you enter everyone into a spreadsheet-style table and submit them all together. ### **What It Does** - Add multiple new employees from a single screen - Validates email addresses in real time — flags duplicates and addresses already in use - Assign a **Shift Pattern**, **Department** (or your configured group name), and **Role** per row - Set a **Start Date** per employee right from the table - Add optional property columns (e.g. **Middle Name**, **Gender**, **Date of Birth**) to capture extra details upfront - Optionally upload **E-Sign documents** for each new hire (anything left blank uses the template's default file) - Optionally send a **Preboarding Package** to each new user on creation (requires a work start date) ### **Where to Find It** - Open the **Employees** page from the main navigation. - Click the **+ Add Employee** button. - The **Add Users** table modal opens. ### **Filling in the Table** Each row in the table represents one new employee. The following columns are available:     | Column | Required | Description | | --- | --- | --- | | **First Name** | Yes | The employee's first name. | | **Last Name** | Yes | The employee's last name. | | **Email** | Yes | A unique email address. Checked in real time — a red highlight means the address is already in use or duplicated in the table. | | **Shift Pattern** | Yes | Select from your company's shift patterns. If your company links shifts to user groups, the list filters based on the selected group. | | **Department** (or configured name) | Yes (if enabled) | Assign the employee to one or more departments. The column heading matches your company's configured group name (e.g. "Department", "Team", "User Group"). | | **Start Date** | No | The employee's work start date. Pick a date from the date picker. Required if you want to send a preboarding package. | | **Role** | No | Assign one or more company roles. Visible when HR onboarding is active. | | **E-Sign Documents** | No | Upload document files for this hire. One upload slot appears per E-Sign document configured on the template. Anything left blank uses the template's default file. Visible when HR onboarding is active. | | **Send Preboarding** | No | Toggle on to send the preboarding package to the new employee immediately after creation. Only enabled when both a preboarding package is configured for the employee's profile template **and** a work start date is set. Visible when HR onboarding is active. |       ### **Adding Optional Property Columns** You can add extra columns to capture additional employee details directly in the table. Click the **+ Add Property** button (located next to the column headers) to see the available optional columns:     | Column | Type | Notes | | --- | --- | --- | | **Middle Name** | Text | Free-text field. | | **Preferred Name** | Text | Free-text field. | | **Gender** | Dropdown | Select from the configured gender options. | | **Ethnicity** | Multi-select | Select one or more ethnicities. | | **Date of Birth** | Date picker | Select a date. |       **How it works:** - Click **+ Add Property** and choose the column you want to add. - The new column appears in the table for all rows. - To remove an optional column, click the **trash icon** in that column's header. - Your column selections are remembered between sessions — the next time you open the table, your chosen columns will still be there. - If the table becomes too wide, it scrolls horizontally so you can still access all columns. - Only columns that are enabled in your company's property settings will appear in the menu. ### **E-Sign Documents in the Add Users Table** When E-Sign documents are configured on the employee's profile template, the **E-Sign Documents** column appears with upload slots: - One upload button appears per E-Sign document (e.g. one for "Letter of Offer", one for "Employment Contract"). - Hover over a slot to see a tooltip with the document name. - Click an upload button to choose a file from your computer. Once selected, the button shows a document icon — click it again to replace the file. - Click the **X** beside an uploaded file to clear it. - **Anything left blank uses the default file** from the template. If the template has a default file attached to a document, you only need to upload here if this specific employee needs a different version. - If a document has no default file and requires a signed upload from the employee, the slot shows a subtle indicator that a file is needed. - The column shows **NA** for rows where no E-Sign documents are configured (e.g. when no role is selected or the template has no documents). ### **Send Preboarding Toggle** The **Send Preboarding** toggle lets you send the preboarding package immediately when the employee is created. It requires two things: 1. **A configured preboarding package** — the employee's profile template must have a preboarding package saved. 2. **A work start date** — you must set a date in the **Start Date** column for that row. If either condition is not met, the toggle is disabled. Hover over it to see a tooltip explaining what is missing (e.g. "Set a work start date before sending the preboarding package"). Once you set a work start date on a row that has a configured package, the toggle becomes available. If you later clear the start date, the toggle automatically disables again. ### **Adding and Removing Rows** - Click **+ Add User** below the table to add another row. - Click the **delete icon** on a row to remove it. You must keep at least one row. ### **Email Validation** Timecloud checks each email address as you type: - **Already in use** — The email field highlights red and a message appears below the table showing how many addresses are taken. - **Duplicate in table** — If two rows share the same email, both highlight red. - **Invalid format** — Standard email format is required (e.g. `name@company.com`). The **Add Users** button stays disabled until all highlighted issues are resolved. ### **Submitting** 1. Fill in all required fields for every row. 2. Resolve any red-highlighted validation errors. 3. Upload E-Sign documents where needed (or leave blank to use defaults). 4. Click **Add Users**. 5. Timecloud creates each employee one by one, uploads documents, and sends preboarding packages where toggled on. 6. A **Results** summary appears showing which employees were created successfully and which (if any) failed. ### **Results Summary** After submission, a results modal shows: - **Created** — Employees that were added successfully, including whether a preboarding package was sent and whether documents were uploaded. - **Document upload failed** — If the employee was created but a document upload failed, the result row shows a warning. The preboarding package is **not** sent in this case (since the employee would not have a document to download). You can upload the document later from the employee's **Lifecycle** tab. - **Failed** — Employees that could not be created, with an error message explaining why. Close the results modal to return to the Employees page. Successfully created employees will already appear in your employee list. ### **Tips** - Prepare your list of names, emails, and shift assignments before opening the table — it's faster to fill in rows when you have everything ready. - **Start Date** is always shown by default — no need to add it manually. Set each employee's start date as you add them to enable preboarding and avoid editing profiles later. - The department column heading automatically reflects your company's configured name — if you've renamed departments to "Teams" or something else, the column header will match. - Use **+ Add Property** to add columns like **Middle Name** or **Date of Birth** if you want to fill in those details now rather than editing each profile later. - E-Sign document upload slots appear automatically when the template has documents configured. Leave slots blank to use the template's default files. - The **Send Preboarding** toggle requires a work start date — set the start date first, then the toggle becomes available. - If a document upload fails during submission, the employee is still created — go to their **Lifecycle** tab to upload the document manually. - [Account & Security](https://help.jointimecloud.com/account-security?hsLang=en) - [Attendance & Timesheets](https://help.jointimecloud.com/attendance-timesheets?hsLang=en) - [Award Interpretation](https://help.jointimecloud.com/award-interpretation?hsLang=en) - [Biometric Scanners](https://help.jointimecloud.com/biometric-scanners?hsLang=en) - [Employees](https://help.jointimecloud.com/employees?hsLang=en) - [Forms & Checklists](https://help.jointimecloud.com/forms-checklists?hsLang=en) - [Geofencing](https://help.jointimecloud.com/geofencing?hsLang=en) - [Human Resources](https://help.jointimecloud.com/human-resources?hsLang=en#main-content) - [Organisation View](https://help.jointimecloud.com/human-resources?hsLang=en#organisation-view) - [Integrations](https://help.jointimecloud.com/integrations?hsLang=en) - [Job Tracking](https://help.jointimecloud.com/job-tracking?hsLang=en) - [Leave Management](https://help.jointimecloud.com/leave-management?hsLang=en) - [Mobile App](https://help.jointimecloud.com/mobile-app?hsLang=en#main-content) - [Kiosk](https://help.jointimecloud.com/mobile-app?hsLang=en#kiosk) - [Mobile App](https://help.jointimecloud.com/mobile-app?hsLang=en#mobile-app) - [Payroll](https://help.jointimecloud.com/payroll?hsLang=en#main-content) - [Xero](https://help.jointimecloud.com/payroll?hsLang=en#xero) - [iPayroll](https://help.jointimecloud.com/payroll?hsLang=en#ipayroll) - [MYOB](https://help.jointimecloud.com/payroll?hsLang=en#myob) - [Smartly](https://help.jointimecloud.com/payroll?hsLang=en#smartly) - [Reporting](https://help.jointimecloud.com/reporting?hsLang=en) - [Roster](https://help.jointimecloud.com/roster?hsLang=en) - [Settings](https://help.jointimecloud.com/settings?hsLang=en) - [Shifts](https://help.jointimecloud.com/shifts?hsLang=en) - [Time Clock](https://help.jointimecloud.com/time-clock?hsLang=en) - [Dashboard](https://help.jointimecloud.com/dashboard?hsLang=en) Service Desk Copyright © 2025, Timecloud Ltd