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People · For administrators

Import staff from a spreadsheet

Most HR and rostering systems can export a staff list. Import it and everyone is ready to receive documents, already in the right groups.

Last checked against the product on 3 November 2026

Before you start

  • Create the groups first, on the Employee Groups page. The import puts people into existing groups; a group name it cannot find is reported as an error. See groups and stations.
  • Bulk import is available to Administrators. Managers add people one at a time.
  • Check you have enough seats on your plan for everyone in the file.

Prepare the file

Use a CSV, TSV or text file up to 1 MB, or paste the rows. With a first row of column names the columns can be in any order, each read into the field of the same name, and staff_number and sap_number columns can be added; without one, columns are read in this order.

Import columns, in order
ColumnWhat to put in it
1 · emailWork email address. Required.
2 · full_nameName as it should appear on records and certificates. Required.
3 · group_nameOne or more existing groups, separated by | — for example LHR Ramp|LHR De-icing.
4 · rolemanager for department or station managers; anything else (or blank) makes the person a User.
5 · airportStation code, for example LHR. Used for filtering and shown on certificates.
staff_numberOptional, with a row of column names: the person’s staff number.
sap_numberOptional, with a row of column names: the person’s SAP number. Later imports recognise people by SAP number, then staff number, then email.

Run the import

  1. 1
    Open Users → Bulk import
    Choose Upload CSV or Paste data.
  2. 2
    Check the preview
    AeroSign shows the total, valid and invalid rows, with the reason for each error, and marks each person New or Already added. Use Remove invalid to drop the bad rows.
  3. 3
    Choose what happens to people already added
    Only add new people leaves everyone already in AeroSign as they are. Import the whole file also updates them from the file: name, staff and SAP numbers, station, and role where the file gives one. Groups in the file are added; no one is removed from a group.
  4. 4
    Import
    Up to 500 people per import; split larger lists into batches.
  5. 5
    Review the results
    The result lists who was added, who was updated or left as they were, and any rows that failed.
Invitations go out straight away
Everyone imported is sent an invitation email at once, so import when you are ready for staff to hear from AeroSign.
Stations as groups
Name groups by station and department — LHR Ramp, MAN Passenger Services — and you can issue a bulletin once to every station that needs it and compare completion group by group.

What this doesn’t do

  • There is no automatic sync with an HR system yet; import new starters as they join and disable leavers. HRIS synchronisation is planned.
  • You cannot import Administrators; contact AeroSign support to add one.

Still stuck? Email support@useaerosign.com with the page you were on and what you expected to happen.