Sending bulk user invites

:bookmark: This guide explains how to invite multiple users to your Discourse instance using a bulk invite feature.

:person_raising_hand: Required user level: Administrator

Inviting a large number of users to your Discourse instance can be time-consuming if done individually. Fortunately, Discourse offers a bulk invite feature that allows you to invite multiple users at once. This guide will walk you through the process of sending bulk invites.

Summary

  1. Prepare a CSV file with user information
  2. Upload the CSV file to your Discourse instance
  3. Monitor the bulk invite progress

Preparing the CSV file

The first step is to create a CSV (Comma-Separated Values) file containing the information of the users you want to invite. Here’s what you need to know:

  • Each line represents one user
  • The email address is required and must be in the first column
  • Group assignments (optional) go in the second column
  • A specific topic ID (optional) goes in the third column

Here’s the structure of the CSV file:

email,groups,topic_id

CSV file guidelines

  • Email addresses must be valid
  • Separate multiple groups with semicolons (e.g., group_1;group_2;group_3)
  • You can include existing users if you want to add them to groups
  • Only the email is mandatory; groups and topic ID are optional

CSV file examples

user1@example.com,group_1;group_2,topic_id
user2@example.com,group_3,
user3@example.com,,

:information_source: You can create CSV files easily using spreadsheet software like Microsoft Excel or Google Sheets. Here’s an example of how it might look in a spreadsheet:

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Just be sure to save the file as CSV when you’re done.

Comma Delimited CSV format in Google Sheets

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Comma Delimited CSV format in Microsoft Excel

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Uploading the CSV file

Once you’ve prepared your CSV file, follow these steps to upload it:

  1. Go to the Invites page in your Discourse admin panel
  2. Click the “Bulk Invite from File” button
    Screen Shot 2021-11-03 at 01.11.23
  3. In the modal that appears, upload your CSV file
    Screen Shot 2021-11-03 at 01.06.33
  4. Confirm the upload

After uploading, you’ll receive a confirmation message stating that you’ll be notified when the process is complete.
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Monitoring bulk invite progress

Once the CSV file is processed, you’ll receive a private message notification with a progress report. This report will include:

  • Total number of invites sent
  • Number of invites not sent (if any)
  • Any errors that occurred during the process

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You can check your invites page on your user profile to see a list of successfully sent invites.

Screen Shot 2021-11-03 at 01.07.54

What happens next

Each email address in your CSV file will receive an invite email. The email will include:

  • The name of the person who sent the invite
  • Your community’s title
  • A brief description of your community (from the site description setting)
  • An invitation link

When an invited user clicks the confirmation link:

  • Their account will be immediately activated and associated with their email address
  • They will be added to the specified groups (if any were included in the CSV)
  • They will be directed to the target topic (if a topic ID was specified)

:information_source: Invites that are not clicked will expire after 30 days.

Customizing invite emails

If you wish to customize the text of the invite emails:

  • For general invites, edit the “Invite Forum Mailer” email template
  • For invites that include a specific topic ID, edit the “Invite Mailer” email template

Additional resources

Last edited by @JammyDodger 2024-05-25T20:36:49Z

Last checked by @hugh 2024-07-11T04:21:44Z

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41 Likes

Hello,

Is it possible to, as it does with existing users, not bulk send emails if the user has a pending invite already?

We’ve uploaded some CSVs but a small number have overlapped causing double invites.

2 Likes