Bulk Add Account Members: Create and Group Many Users at Once

Introduction

Adding people to Qvasa one at a time is fine for one or two. It is not fine for ninety, and it is certainly not fine for three hundred and fifty. Bulk Add Account Members takes a pasted list of email addresses, creates an account member for each one, and drops all of them into the Qvasa user groups you choose — in a single step.

It is built for onboarding: a new site, a new vendor, a whole support floor. Because the members land in their groups immediately, you can set up dashboard access and permissions for the whole group before anyone has even opened their invitation.

Before You Begin

You need to be an account admin.
Create your user groups first if you want people sorted as they arrive. Empty groups are fine — make them, then fill them with an import. Groups are optional, but they are what makes this worth doing at scale.
You can import up to 1,000 addresses at a time.

Step 1: Open the Bulk Add Form

There are three ways in, and the one you pick changes how much work you save:

Account Members page → Bulk add account members. Use this when the people are going into several different groups, or none.
Qvasa User Groups page → the Actions column → Bulk add members on the group's row.
Inside a group → Bulk create new account members and add to group.

The last two arrive with that group already selected on the form, which is the quickest path when you are filling one group at a time:

Step 2: Paste Your Addresses

Paste into the Email addresses box. You do not need to tidy the list first — addresses can be separated by new lines, commas, semicolons or spaces, all mixed together, and display-name forms like Jordan Avery <[email protected]> are understood. In practice that means a column copied straight out of a spreadsheet works as-is, and so does a whole "To" field copied out of your mail client.

As you paste, a counter under the box reads back what it found — how many unique addresses, how many duplicates it dropped, and how many entries it could not make sense of:

Names are worked out from the addresses, so you never type three hundred names. The common shapes are all handled:

jordan.avery@, jordan_avery@, jordan-avery@ and even JordanAvery@ all become Jordan Avery
mary-jane.watson@ becomes Mary-Jane Watson — the hyphen is kept when it is part of a name
j.avery@ becomes J. Avery
jordan.avery2@ and jordan.avery+ops@ both become Jordan Avery — trailing digits and +tags are not names
javery@ stays Javery. A single run-together word cannot be split reliably, so we leave it whole rather than guess and mangle a real surname.

Every name stays editable on the Account Members page afterwards, so a guess you do not like is a quick fix rather than a problem.

Step 3: Choose the User Groups

Click Choose groups and tick the groups these people belong in. The list is searchable, and a person can go into several groups at once — so one paste can put an agent in both "Madrid Site" and "Tier 2" without a second pass.

Everyone in the import joins every group you pick — including the people who already had a Qvasa account. That makes this a legitimate way to populate a group from a list even when nobody in it is new.

Step 4: Decide About Invitation Emails, Then Start

This is the choice worth slowing down for.

Do not send emails yet — the default, and the right answer for most imports. Nobody is emailed. The members are created quietly and cannot sign in until they confirm their address, which you can trigger later, per person, from the envelope button on the Account Members page. This lets you build the whole structure ahead of a rollout and announce it when you are ready.
Send invitation emails now — every newly created member is emailed a Qvasa Account Invitation immediately, with a link to set their password. People who already had an account are never re-emailed. Because this cannot be undone, choosing it puts a confirmation in front of the submit telling you exactly how many invitations are about to go out.

Then click Start Bulk Import. The import runs in the background — a few hundred people is not instant — and you can leave the page.

What Happens to Each Address

Four outcomes, and all of them are reported back to you:

New to Qvasa — an account member is created with a name derived from the address and no permissions at all, then added to your selected groups.
Already a member of your account — nothing about them is changed, not their name, not their permissions. They are still added to the selected groups, because that is usually the point. This also means re-running the same list is safe.
Belongs to a different Qvasa account — reported as an error. Email addresses are unique across all of Qvasa, so the address cannot be created on your account. Contact Qvasa support if you need it moved.
Unreadable — reported, never silently dropped. If you import 350 people and 4 do not make it, you will know which 4.

What Done Looks Like

When the import finishes, Qvasa emails you a summary — how many were created, who was skipped and why, and any errors.

Open the group and your new members are already in it, with a Confirmed column showing who has activated their account:

If you chose not to send invitations, most rows will read not confirmed. That is the expected state, not an error — it is amber rather than red for exactly that reason. Those people are genuinely in the group and count for group permissions; they simply cannot sign in until they confirm their address.

Now set the permissions. New members arrive with none, deliberately — permissions come from the group so you grant them once instead of three hundred times. Attach the dashboards the group should see, then use the group's Apply Group Permissions To All Users In This Group button. See Managing user permissions in Qvasa.

Good to Know

Running it twice is safe. Everyone already on the account is skipped and left alone, so re-importing a list that has grown by ten people simply adds those ten.
It is not a way to change existing people. If you need to rename someone or alter their permissions, do that on the Account Members page or through their group — an import will not touch them.
Groups are optional. Leave the group picker empty and you get plain account members with no permissions, ready to be organised later.
Watch the counter before you submit. If the number of unique addresses is lower than you expected, the list probably contains duplicates — which is normal and fine. If the "could not read" count is high, something in the paste is not addresses at all.

If you have any questions, reach out to the Qvasa team — we are happy to help.