How to Add Multiple Users at Once

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, User Group, and Role per row
Add optional property columns (e.g. Middle Name, Gender, Date of Birth) to capture extra details upfront
Optionally upload an Employment Contract for roles that require one
Optionally send a Preboarding Package to each new user on creation

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.
User Group	Yes (if enabled)	Assign the employee to one or more user groups (departments).
Role	No	Assign one or more company roles. Visible when HR onboarding is active.
Employment Contract	Conditional	Upload a contract file for roles that require one. One upload slot appears per qualifying role. Required when a contract slot is shown.
Send Preboarding	No	Toggle on (default) to send the preboarding package to the new employee immediately after creation. 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.

Employment Contract Uploads

When you assign a role that requires an employment contract, a file upload slot appears in that row:

Click the upload area or button to choose a file from your computer.
One slot appears per role that requires a contract — if an employee has multiple qualifying roles, you will see multiple slots.
All contract slots must be filled before you can submit. The Add Users button stays disabled until every required contract is attached.
The contract you upload here is what the employee will see during their preboarding contract step.

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

Fill in all required fields for every row.
Resolve any red-highlighted validation errors.
Attach employment contracts where required.
Click Add Users.
Timecloud creates each employee one by one, uploads contracts, and sends preboarding packages where toggled on.
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 the contract was uploaded.
Contract failed — If the employee was created but the contract upload failed, the result row shows a warning. The preboarding package is not sent in this case (since the employee would not have a contract to download). You can upload the contract 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.
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.
If a role requires an employment contract, the upload slot appears automatically when you select that role.
You can turn off Send Preboarding for individual rows if you want to send packages later.
If a contract upload fails during submission, the employee is still created — go to their Lifecycle tab to upload the contract manually.

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

Filling in the Table

Adding Optional Property Columns