Use a CSV file to add educators across your organisation’s centres, or reconcile your complete user list with Mana’s newer Master File Import. This guide covers downloading existing users, preparing your file and choosing the right upload method.
Before you begin: you need Org Manager access. Sign in at app.makemana.com, open the navigation menu, then your profile menu. Choose Switch and Manage organisation under the organisation you want to manage. Open Users.
1. Download a CSV of existing users
Start with an export when you want to check existing access or prepare a complete master list.
In your organisation’s Users page, open More options (the three-dot menu beside Invite user).
Select Export users CSV.
On Export Users, select Start Export.
Wait for Export Complete, then select Download CSV. Select Done to return to Users.
The export includes active user roles, team and organisation-level roles, pending invitations, user details and email addresses. The completion screen shows the totals and when the download expires.
💡 Keep the export as a reference. It contains more columns than the import template and is not a ready-to-upload master file.
2. Prepare your upload CSV
Download the Mana Team Bulk Upload workbook attached to this article and make a working copy. The workbook helps you organise educators, service managers and organisation managers, then builds the CSV on the Mana Bulk Upload tab.
Enter one row per person per service on Users, using the Email column for their account email. Someone who works at two services needs a row for each service.
Complete ServiceID Mapping with the exact service names and the team_id values supplied by Mana. Add Centre Managers and 2iCs, and use Service Managers or Org Managers where needed.
Leave calculated columns unchanged. On Checks, resolve every FIX and check each REVIEW. INFO rows describe counts.
Export only the Mana Bulk Upload tab as CSV. Keep the header and populated rows, and remove trailing blank rows from the exported CSV. In Google Sheets, use File → Download → Comma Separated Values (.csv). In Excel, use Save As → CSV UTF-8.
Both import methods use these CSV columns:
user_email: the educator’s account email address.
role_type: use user for an educator, manager for someone who manages a service, or org-manager for an organisation manager.
team_id: the service’s Mana team ID. A user or manager row needs a team ID. Leave it blank for an org-manager row.
A manager role applies to the service named in that row. Give someone separate rows for each service they need to access. An org-manager row is separate from their service roles.
⚠️ Upload the exported .csv, not the .xlsx workbook. Do not enter a service name in the team_id column.
Using an existing-user export? Its role_type column describes the role level (such as team or org), while role_scope contains the access role. The import CSV’s role_type must contain user, manager or org-manager. Use the workbook to prepare the import columns. If an exported role does not match these options, check with Mana before proceeding.
3. Choose an import method
From Users → More options → Import users, choose the method that matches your task.
Legacy Import: add users from your CSV without removing existing users. Use this when you only have a list of people to add.
Master File Import (recommended in Mana): reconcile the organisation against a complete master list. It previews additions, removals and updates before you apply them.
⚠️ Master File Import can remove access for users or roles missing from your file. Include the complete intended list, including people who should keep their current access. Use Legacy Import for additions only.
4. Bulk upload using Legacy Import
Select Legacy Import, then Upload file. Choose your prepared CSV and select Next.
On Map fields, map Email → user_email, Role → role_type and Team id → team_id. Select Next.
Review the records. Correct any invalid records using the pencil icon. Continue only when all records are valid.
On Confirm import, check the number of records. Select Next only when you are ready to apply the import.
After processing finishes, return to Users and check the users and invitations.
⚠️ The final Next button starts the legacy import. It does not provide the additions, removals and updates comparison available in Master File Import. You can close the wizard before this final step to leave without importing.
5. Bulk upload using the newer Master File Import
Select Master File Import.
Prepare the complete intended user and role list with the three CSV columns above. You can also select Download Template on this page for a simple CSV example.
Select Select File and upload your CSV. Mana prepares a preview.
On Preview Changes, review Additions, Removals, Updates and Unchanged. Check every proposed removal and role change before continuing.
If anything is unexpected, select Cancel, correct the file and upload it again.
When the complete list and proposed changes are correct, select Confirm & Execute.
After processing finishes, return to Users and check access and pending invitations. You can export users again to check the result.
Common questions
Can I upload an Excel workbook?
No. Both workflows accept CSV files. Export the Mana Bulk Upload tab from the workbook before selecting your file.
Will uploading remove existing educators?
Legacy Import does not remove existing users. Master File Import can propose removals when users or roles are missing from the master file. Review the Removals section before Confirm & Execute.
Where do I get the team IDs?
Use the team_id values supplied by Mana for your services. An existing-user export also includes team_id values for exported team roles. If a service is missing or you are unsure which ID to use, ask the Mana team before uploading.
Why can’t I see organisation user management?
Check that you have switched to Manage organisation rather than a centre account, and that you have Org Manager access. If the organisation is not available, ask your organisation’s administrator or contact Mana support.