How to Import Locations and People

Terminology: This universal guide uses neutral descriptions. The product renders its configured property and occupant labels; machine-readable CSV values remain unchanged.

Four steps, with a review stop before anything is created. Nothing is written to your property until you press the final button, and nobody is emailed by any of these four steps at all.

Before you start

Have your CSV ready (Preparing Your Import File) and read The Pre Import Checklist. Importing no longer emails anyone; it only creates locations and adds people as Pending Invite. You notify people afterwards, on your own schedule, with Bulk Invite, see Bulk Invite and Send Reminder.

Step 1: Upload

Go to Settings, open the Locations card, select Manage Locations, then choose the Bulk Actions tab.

Select Download Sample CSV if you want the exact column shape to copy. Select Upload CSV and pick your file.

URBI reads the file in your browser and moves straight to column mapping. Nothing has been sent anywhere yet.

Step 2: Map columns

URBI shows every header from your file on the left and what it thinks that column means on the right.

The mapping screen, with two auto matched columns:

A green exact badge means your header matched a URBI field name outright. A fuzzy badge means URBI recognised the header by an alias or a keyword, and those are the ones to read carefully before continuing.

Change any mapping from its dropdown. Set a column to blank to ignore it. Each URBI field can only be claimed once, so if two of your columns both look like a location number, only one of them maps and you choose which.

Select Continue when the mapping is right.

Step 3: Review

URBI applies the mapping, then checks every row against your property. It looks for missing location numbers, malformed emails, unrecognised occupant types, duplicate rows, locations that already exist, and people who are already in URBI.

Four counters appear at the top:

• Ready rows have no issues at all.
• HERO Fixed counts rows URBI corrected for you automatically. It reads zero when no automatic correction was applied.
• Need Review rows carry a warning. Open the panel to see each one and edit it in place. These rows import as they are if you do not touch them, so read them rather than skipping past.
• Unfixable rows cannot be imported and need a corrected file.

Every flagged row can be edited inline, or set to Skip so it is left out of this import entirely. Import Errors and What They Mean explains every message you can see here.

Select Continue to Import when you are happy.

Step 4: Import

The confirmation screen shows the final counts and the exact number of rows that will be sent.

The confirmation screen:

Pressing Import does not contact anyone. Every person in the file is added quietly, as Pending Invite, or linked immediately with a held notice if they already have a URBI account. Nobody is emailed until you separately run Bulk Invite.

You can go Back to Review from this screen. That is the last point at which nothing has happened.

After you press import

The drawer once the import is submitted, above the Launch block described in Bulk Invite and Send Reminder:

You can close the drawer, leave the page, or sign out. When it finishes you get an email titled Location Import Report listing every row and its outcome, with a button that opens the drawer straight to the Bulk Actions tab. See Reading Your Import Report.

Large files take a few minutes. A 2000 row import is processed one row at a time and is not instant. When you're ready to actually notify everyone, go to Bulk Invite and Send Reminder.