Ascender®: Knowledge & Support
Ascender®: Knowledge & Support
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Invite Users to Your Company via File Upload

Invite users to your company in Ascender so that they can begin accessing the platform. This article covers how to invite multiple users at once by uploading an Excel file. To invite users one at a time directly in Ascender, refer to the Invite Users to Your Company article instead. To reactivate a previous member of your company, refer to the Reactivate Users article instead.

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Applies to: Plus plans | Access Needed: Manage Users admin permissions

Learn More: Ascender® Plans & Permissions

Instructions

Check License Availability

In order to invite a user, there must be an unoccupied Ascender license available. The Total Users summary count at the top of the My Team tab of Team Management shows the number of occupied vs purchased Ascender licenses.

The My Team tab with the Total Users summary count of 22 of 23 outlined with an orange box.
This company has 22 of their 23 Ascender licenses available, so they can invite up to 1 user.

Invite a User via File Upload

via image-20250916-135542.png Profile and Account Settings > Team Management > My Team

  1. Select Invite/Change via Upload.

  2. Select Template to download the template.

  3. Fill in the template with the users you want to invite and save it as an xlsx file.

    • The user’s email address is their unique identifier in Ascender and is a required field, as are First Name, Last Name, and Functional Area.

    • There must be enough Ascender licenses available for the new users.

    • Individuals in the Reports To column (the user's manager) must be previously invited or in the upload file. This field is optional, but recommended, as setting this up allows managers to assign courses and pull report data on those that report to them. It also allows you to group company-wide report data by manager.

    • If your company has SSO configured for Ascender (or plans to), the user’s email in Ascender must match their UPN or be aliased in your SSO provider (meaning it must be the same Email Address that they use to log in with SSO).

  4. Select Upload and choose the filled in template.

  5. You will be directed to a Review screen.

    1. If there are any errors indicated:

      1. Select Download to download a copy of the file with the error details.

      2. Correct the errors in this sheet and then save your changes.

      3. Select Reupload and reupload the corrected file.

      4. You may need to repeat if not all errors were corrected the first time.

    2. If/once all of the information is correct, you will be brought to a confirmation screen, where you can review your edits and then click Confirm to invite these users.

  6. You will be directed to a Complete screen that shows a summary of the updates that are being processed. Select Close to close the window and return to the My Team tab.

This will send an invitation to the user. If the user was previously on an OnDemand individual plan with the same email, their invitation will provide them with the option to transfer their previous records to this Plus account or to leave their records separate and start fresh for Plus instead.

Refer to the Troubleshoot Team Management: My Team (Users) article for help with upload errors.

Additional Information

  • You will receive an email once these invitations have finished processing.

  • Invited users will be listed on your My Team list with a status of Waiting until they log in for the first time and complete their onboarding.

  • If the invited user was previously on an OnDemand Pro or Connect plan, they’ll show a status of Pending Transfer instead.

  • Waiting and Pending Transfer users count towards your license usage.