Bulk Invite SafeSite Users

If you want to add a large number of new SafeSIte users at the same time, you can use the bulk upload feature to quickly create multiple users using an Excel spreadsheet.

This feature is useful when onboarding large crews, setting up new subcontractors, or creating users across multiple suppliers.

The bulk upload process allows you to:

Create multiple SafeSite users in a single import
Automatically send email invitations to new users
Assign users to a supplier (subcontractor or head contractor)
Apply roles and permissions during import

Note: This bulk import tool is used to import new SafeSite users not to edit existing users. If you import a file containing existing users, these users are not updated. Instead, duplicate users are created. To prevent duplication, ensure the Email field is populated. Duplicate addresses are not permitted.

Permissions

To bulk import SafeSite users, and to edit the permissions of existing SafeSIte users, you must have Admin Manager or User Admin permissions.

Download the Users Template

Before you import SafeSite users, you must first download the import file to edit. To download this template:

Sign in to Virtual Superintendent.
Click Menu > Users. The Users page opens.
Click the SafeSite App Users button in the top menu bar. A grid view opens, showing all SafeSite users in your project and their permissions.
Click Import Users. A contextual menu opens.
Click Download Template. The template downloads to your computer using the file name format vs_Mobile Users Import Template_YYMMDD-HHMMSS.
Open the template file and edit it, entering the details of your new SafeSite users:

Required Fields

Field	Description
First Name	First name of the SafeSite user. Required.
Last Name	Last name of the SafeSite user. Required.
Role	Employee role. Choose from the dropdown. Required.
Docket Contractor	Choose from the dropdown. For head contractor imports choose a supplier number or supplier name. Required.

Note: Users can only be created for suppliers you have permission to manage.

Optional Fields

Field	Description
Employee Number	Employee number.
Employee Group	Group the employee belongs to.
Email	Employee's email address. If not supplied, no invitation is sent. Duplicate user emails are not permitted.
Phone	Employee's phone number.
Driver Break Schedule	Employee's break schedule. Choose from the dropdown.
Item Codes	Comma-separate list of item codes that are applied to the Docket Contractor set.
Timesheets	Grant user this permission. Yes or No.
Docket Supervisor	Grant user this permission. Yes or No.
Docket Leading Hand	Grant user this permission. Yes or No.
Superuser	Grant user this permission. Yes or No.
Site Diary	Grant user this permission. Yes or No.
Weighbridge Dockets	Grant user this permission. Yes or No.
View Drone Imagery	Grant user this permission. Yes or No.
View Overlays	Grant user this permission. Yes or No.
View Positions	Grant user this permission. Yes or No.

Note: Only valid combinations of roles and permissions are allowed. Invalid combinations will result in an import error. Headings for required columns in the template file are shown in blue and optional columns in green.

See the SafeSite and Virtual Superintendent Permissions help article for information about SafeSite permissions.

For best results:

Download the Excel template each time you start this workflow. Virtual Superintendent can update the users template at any time, and using the latest version helps prevent errors.
Copy and paste data carefully to avoid formatting issues.
Ensure phone numbers are entered as text to preserve their formatting.
Verify item codes match existing system values.
Start with a small test upload before importing large datasets.

Import Users

To import your edited bulk import template:

Sign in to Virtual Superintendent.
Click Menu > Users. The Users page opens.
Click the SafeSite App Users button in the top menu bar. A grid view opens, showing all SafeSite users in your project and their permissions.
Click Import Users. A contextual menu opens.
Click Import Users. The Import Mobile Users dialog opens.
Click Choose File to open your file explorer, navigate to the import file, and click Open. Alternatively, drag the import file into the Drag file here to import area on the dialog.
Click Upload. The import spreadsheet is imported, validated, and new users created. If the import fails, error messages are shown in yellow text. Correct the faults described and try again. Once imported, the number of new users created is shown on the dialog. Click the downward arrow to confirm the added users. Once added, your new SafeSite users are shown on the Users page grid.
Click Finish. Newly created users automatically receive an email invitation that allows them to register and access SafeSite if an email was entered in the import file. Existing users will not receive duplicate invitations.

Note: Users created using this import process must complete their registration (configure an account name and password) before using SafeSite.