Before You Start
You must have Admin or SuperAdmin access
Your Company Structure (legal entities, divisions, departments, and roles) must be configured before inviting users
For CSV import: prepare your user data in the required format (template available in-app)
Overview
Lumofy gives you two ways to add users: invite them one at a time or import a list in bulk via CSV. Both methods require you to assign each user a role from your Company Structure so they are mapped to the correct competencies and performance cycles from day one.
Inviting Users Manually
Use this method when adding individual users or a small number of people at once.
1- From the left sidebar, click Company
2- Select Talents
3- Click + New Talent in the top right
4- In the Adding New Talent modal, fill in the following:
First Name
Last Name
Email
Username
Job Role: select from your configured roles in Company Structure
Line Manager: assign the user's direct manager
User Position: select the user's position (e.g. Admin, Talent)
License: assign a license to the user
Employee Id (under Custom Fields): optional internal identifier
5- Click Add Talent
The user will receive an email invitation to activate their account.
💡 Tip: Assign the correct role before adding the talent. Role determines which competencies and performance cycles the user is mapped to. Changing the role later may require manual correction.
Importing Users in Bulk
Use this method when onboarding multiple users at once, such as during initial platform setup or a new department launch.
Step 1: Open the Import Modal
1- From the left sidebar, click Company
2- Select Talents
3- Click the dropdown arrow next to + New Talent and select Import
4- The Import your talents modal will appear
Step 2: Download the Excel Template
1- In the modal, click Download next to Excel Template
2- Open the downloaded file and fill in a row for each user
The template includes the following columns:
First Name
Last Name
Username
User Email
Phone Number
Gender
Language
Legal Entity: must match exactly what is configured in Company Structure
Division: must match exactly what is configured in Company Structure
Department: must match exactly what is configured in Company Structure
Job Role: must match exactly what is configured in Company Structure
Job Level
Role Track
Line Manager: name of the user's direct manager
Line Manager Email
User Role: the permission level (e.g. Admin, Talent)
Custom Field 1–4: optional fields for internal identifiers
📝 Note: Legal Entity, Division, Department, and Job Role must match exactly what is configured in your Company Structure. Any mismatch will cause that row to fail on upload.
Step 3: Upload the File
1- Return to the Import your talents modal
2- Click the upload area or drag your completed Excel file into it
3- Click Upload Talents
⚠️ Warning: Users are created immediately on upload. Review your file carefully before uploading, as there is no undo for bulk imports.
After Inviting or Importing
Once users are added, either manually or via bulk import, they appear in the Talents list. From there you can:
Activate a user to grant them access to the platform
Deactivate a user to revoke their access without deleting their account
FAQs
What happens if an email address already exists in the system?
What happens if an email address already exists in the system?
The system will flag it as a duplicate and skip that row during CSV import. For manual invites, you will see an error message on submission.
Can I assign a Line Manager during bulk import?
Can I assign a Line Manager during bulk import?
Yes. The Excel template includes both Line Manager (name) and Line Manager Email columns. Fill in both to map each user to their direct manager on import.
What if I uploaded the wrong file?
What if I uploaded the wrong file?
You cannot undo a completed import. Contact your SuperAdmin to deactivate incorrectly created accounts and re-import corrected data.
Can I invite users before Company Structure is fully set up?
Can I invite users before Company Structure is fully set up?
You can, but users won't be mapped to a role or competency framework until roles exist. It is strongly recommended to complete Company Structure before inviting Talent.