When should I import administrators via Excel?
If you need to create or update multiple administrators, you can use Woba’s Excel template instead of managing each administrator manually.
Before a person can be imported as an administrator, they must already be created as an employee in Woba.
The recommended order when setting up your organization is therefore:
Departments → Employees → Administrators
💡 Tip: Use the import function when you need to manage multiple administrators or their access at once. For individual administrators, it may be easier to use Add Administrator directly in Woba Suite.
Download the Excel template
Log in to Woba Suite
Go to Organization and Employees
Select Organization
Go to Administrators
Click Import Administrators
Click Download Woba template
You can now fill in the Excel template with the administrators and access permissions you want to create.
⚠️ Important: Do not delete columns or change the column headers in the original Excel template. Doing so may cause the import to fail.
Fill in the administrator template
The Excel template is used both to identify the administrator and to define which access the administrator should have.
Employee ID*
Employee ID*
Enter the Employee ID of the employee who should be an administrator.
The employee must already exist in Woba.
This field is mandatory.
Admin Type*
Admin Type*
Specify which type of administrator the employee should be.
The administrator type helps determine which part of the organization the person manages.
For example, an administrator can be linked to specific departments rather than the entire organization.
This field is mandatory.
See Advanced Filtering (Yes/No)
See Advanced Filtering (Yes/No)
Specifies whether the administrator should have access to Advanced Filtering.
Yes = the administrator gets access
No = the administrator does not get access
Select which departments the administrator should have access to
Department IDs
Department IDs
Used to specify the departments the administrator should have access to.
Enter the relevant Department IDs from your organizational structure.
If the administrator should have access to multiple departments, multiple Department IDs can be entered in the field.
Add All Subdepartments (Yes/No)
Add All Subdepartments (Yes/No)
Specifies whether the administrator’s access should also include subdepartments under the selected departments.
Yes = subdepartments are included
No = only the specified departments are included
This is particularly relevant for administrators who are responsible for a larger part of the organizational structure.
Assign the administrator’s other permissions
The Excel template also contains columns for the administrator’s other functional access permissions.
These fields are completed with Yes or No, depending on which features the administrator should be able to access.
💡 Tip: Only assign the access permissions the administrator needs for their role. This makes it easier to ensure that each administrator only has access to the relevant parts of Woba.
Upload the Excel file
Once the template has been completed:
Go back to Organization → Administrators
Click Import Administrators
Drag the Excel file into the upload field, or click Upload from device
Select the completed Excel file
Click Upload
Woba will then process the information in the file and create or update the administrator access permissions.
Check the administrators after importing
Once the import has been completed, we recommend checking the administrator overview.
Here, you can see, among other things, the administrator’s:
Name
Administrator type
Department/access to the organization
Last login
Pay particular attention to whether the administrators have been assigned the correct administrator type and access to the correct departments.
If anything needs to be changed, the administrator’s access can be edited afterwards.
Export existing administrators
If you already have administrators created in Woba, you can click Export Administrators from the administrator overview.
This can be useful if you need to review or continue working with your existing administrator setup.
💡 Tip: For larger changes, it may be easier to start with your existing administrators rather than creating a new file from scratch.