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Help CenterFor AdminsManage users via CSV upload

Manage users via CSV upload

Last updated Jan 8, 2025

Follow the instructions in this guide to automate the process of account creation for multiple users at a time.

To add users via CSV upload, go to Admin hub > User management > Users

1. Download the file template

Download the file template and copy-paste employee data exported from your HR system into the template.

Download the template

Limitations

  • Maximum users: Upload a maximum of 1000 users at a time.
  • Guest users: If you need to add guest users outside the company domain, please reach out to customer support for assistance.
  • Roles: If you need to update multiple roles, please reach out to customer support for assistance. Alternatively, you can manually update the role by searching for the user and making individual edits.

2. Enter your data

Important information

  • Required fields: First name, last name and email.
  • Additional fields: Fill in the columns that you would like to import. Not all are mandatory, however they may be useful for reporting purposes.
  • Data formatting: Refer to the tables below or example row in the file template for formatting requirements.
  • Column headers: Ensure the uploaded CSV file matches the column header names specified in the file template.
  • Duplicate entries: In case of a duplicate email in the system, the most recent data upload will replace the existing information. This feature can be utilized to update user details.

Tips

Consult the Frequently asked questions for guidance on defining policy groups, editing multiple users, updating roles, deactivating users, booking for users post-upload and troubleshooting common upload issues.

Traveler data

Traveler information can be imported or uploaded to their profile during account creation. Once the account is set up, only the traveler has access to view and manage this data through their KAYAK traveler profile.

 

Column name
Required
Description
Formatting
Example
firstName
Required
Traveler first name. Mandatory traveler details required to make a booking.
–
Alex
middleName
Optional
Traveler middle name. Required by TSA for passenger screening when flying to, from or over the United States.
–
Jane
lastName
Required
Traveler last name. Mandatory traveler details required to make a booking.
–
Smith
birthDate
Optional
Mandatory traveler details required to make a booking.
Accepted formats: MM-DD-YYYY DD-MM-YYYY YYYY-DD-MM YYYY-MM-DD
12-25-1980
phoneNumber
Optional
Mandatory traveler details required to make a booking.
Country code and digits only. No spaces or symbols. (E164 format)
+1234567890
gender
Optional
Mandatory traveler details required to make a booking.
Accepted values: “female”, “male”
female

 

Reporting data

The specified fields are mainly utilized for reporting purposes. Complete the columns you wish to import. While not all fields are obligatory, they can provide valuable data for reporting needs. This data will be displayed as read-only to the traveler and can only be modified by the travel admin.

Column name
Required
Description
Formatting
Example
email
Required
Used as a unique identifier and means of communication to the user.
Must not be an empty value Emails must match your verified company domain.
email@yourdomain.com
employeeId
Optional
–
–
123456
title
Optional
Job title
–
Analyst
department
Optional
Employee department
–
Finance
location
Optional
City that employee is located in
–
Boston
country
Optional
Country that employee is located in
2-letter country code (ISO 3166-1 alpha-2 format)
US
costCenter
Optional
Cost center that the employee is assigned to
–
Accounting
managerEmail
Optional
–
Emails must match your verified company domain
email@yourdomain.com
managerId
Optional
Manager employee ID
–
123456
executiveId
Optional
Executive employee ID
–
123456
jobFamilyGroup
Optional
Group that the employee belongs to
–
Accounting
active
Optional
“Active” means that the user will be an active KAYAK for Business user and able to log in. Use the inactive field if you want to deactivate K4B access for certain users. All other values, including empty values will be automatically assigned as “active”.
(empty), “active”, “inactive”
active

3. Export CSV

Export

After organizing your data in the template, select the CSV format from the ‘export’, ‘download’, or ‘save as’ options in your spreadsheet editor.

4. Upload CSV

Date format

Select the date format used in your CSV file. Accepted formats:

  • MM-DD-YYYY
  • DD-MM-YYYY
  • YYYY-MM-DD
  • YYYY-DD-MM

Upload and data verification

When you attach the CSV file the data for each entry will be checked and verified.

Duplicate entries

If existing entries are identified, they will be updated with the data from the current CSV upload.

5. Add users

Send now

Following the upload, users will receive an email prompting them to confirm their account and input Mandatory Traveler details.

Frequently asked questions

You have the option to designate the policy group in the file template. Copy and paste the policy group from the Approval and Groups Settings page. If no group is specified, users will automatically be assigned the default policy. To ensure successful validation, double-check for any typos or extra symbols in the entry.

Upload a CSV file of users you wish to edit with updated fields. The users’ information will be updated to reflect the new data provided in the CSV upload. After the initial upload, Admins may only update reporting data via CSV upload. Traveler data can only be managed via the KAYAK traveler profile by the user or an Admin that has access to their account.

Blank fields will be replaced with a null value and remove existing user information. If you wish to keep the existing information, delete entire columns (including headers) instead of leaving fields blank. For instance, if you upload a sheet with a “managerEmail” column, users with blank values will have their manager’s email deleted. However, if you remove the “managerEmail” column entirely, no users will have their manager’s email altered.

If you need to update multiple roles, please reach out to customer support for assistance. Alternatively, you can manually update the role by searching for the user and making individual edits.

Upload a CSV file of users you wish to deactivate by setting the status value to ‘inactive’. This action will revoke their access to log in to KAYAK for Business. Note that all other fields uploaded with the CSV will also be updated.

To proceed with bookings, certain fields on the traveler profile such as first name, last name, birth date, phone number, and gender must be completed. If immediate booking on behalf of the user is desired post-upload, ensure these fields are filled in.

  • Ensure mandatory fields such as first name, last name and email are filled in for each traveler
  • Check for duplicate emails
  • Review the formatting requirements
  • Verify that the column headers match the file template
  • If a system error occurs, attempt the upload process again