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Import delegates using a .csv

Save time by importing delegate assignments in bulk

Anna Allen avatar
Written by Anna Allen
Updated over a week ago

Purpose

This article describes how to assign/add delegates to hosts automatically through a bulk .csv import, rather than making individual/manual assignments. You can also review our other articles to learn more about delegates, in general.

Audience

This article is directed toward administrators with a paid TravelBank expense and travel management account. It also applies to Commercial Rewards Card program administrators on a paid plan.

Overview

You can view delegate information on the TravelBank Delegates page:

From the left navigation menu, select Company Settings > Employees > Delegates.

The hosts column is on the left, and the delegates column is on the right. The assignments are grouped by the hosts assigned to each delegate.

Prerequisites

In order to bulk upload host and delegate assignments, there are two prerequisites:

  1. You need a .csv file of the assignments, and

  2. Both the delegate and the host for each assignment must have activated their accounts.

To prepare a .csv file of your host and delegate assignments, download the TravelBank .csv template (see Figure 1), and add your host and delegate email addresses.

Figure 1. Blank template spreadsheet with one column for host email addresses and one column for delegate email addresses

Figure 1. TravelBank delegate bulk import .csv template

Start inputting email addresses in row 2, and add one host email address in column 1 and one delegate email address in column 2 in each row, as shown in Figure 2. Only add one email address per cell.

Figure 2. Example completed .csv spreadsheet with several rows of host email addresses and delegate email addresses added

Figure 2. Example completed .csv file with hosts and delegate email addresses added

Add extra rows as needed, and add all of your host and delegate assignments.

Note: In order to assign a delegate to a host, both users must have activated their accounts. Ensure that all email addresses you add to your .csv file belong to users that have active accounts.

Add hosts and delegates through a bulk .csv import

To add hosts and delegates through a bulk .csv import, take the following steps from the TravelBank Delegates page:

  1. Once you have created a .csv file of your host/delegate assignments (see the Prerequisites section of this article for more information on this), select Bulk Import from the top-right of the page (see Figure 3).

    Figure 3. Company settings, Employees, Delegates page with the Bulk Import button outlined for emphasis in the top-right corner of the page

    Figure 3. Bulk Import button on the Delegates page

    This brings up an Import Hosts & Delegates dialog (see Figure 4).

    Figure 4. Import Hosts & Delegates pop-up dialog with a message to “Import via a CSV file to add several hosts and delegates at once.”

    Figure 4. Import Hosts & Delegates dialog

  2. Drag and drop your file into the Import Hosts & Delegates dialog, or select the file from your file explorer.

  3. Select Import to confirm your file selection. This brings up a “File processing” informational message stating that TravelBank will inform you when the upload is complete. Select Okay to acknowledge the message and continue working while your file uploads.

  4. When your upload is complete, TravelBank will send you a confirmation email to inform you of the successful upload. Your host/delegate assignments will then appear on the Delegates page (see Figure 5 to view how the example .csv from Figure 2 uploaded to the Delegates page).

    Figure 5. Delegates page showing how the host and delegate email addresses added in Figure 2 appear when uploaded

    Figure 5. How the host and delegate assignments added in Figure 2 appear on the Delegates page

Switch to a delegate account

Once you have set up delegates individually or in bulk, hosts can switch to and from an account they are a delegate for.


Frequently asked questions


Publish date: March 17, 2022

Last update: July 26, 2024

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