Invite multiple team members via CSV

For larger organizations, inviting team members one by one is tedious. With bulk-upload you send up to 500 invitations at once — and their signature is pre-filled with name, job title and contact details automatically.

How it works

1. Go to Organization → pick organization → Invite.
2. Click the Bulk invite via CSV button top-right.
3. Follow the 4 steps.

Step 1 — Download the example file

Click Download example CSV to get a file with the right structure. The file contains 3 example rows that you replace with your own staff.

Columns (in this order):

| Column | Required | Example | |---|---|---| | email | ✅ yes | john@company.com | | firstName | ❌ | John | | lastName | ❌ | Doe | | role | ❌ (default: member) | admin / member | | jobTitle | ❌ | Managing Director | | phone | ❌ | +1 555 123 4567 | | street | ❌ | 123 Main Street | | postalCode | ❌ | 10001 | | city | ❌ | New York |

Empty cells are fine — only email is required. The rest goes into the team member's signature once they accept the invitation.

Step 2 — Upload your CSV file

Click the upload field and choose your file. The system supports:

• UTF-8 with comma as separator
• Maximum 500 rows per upload
• BOM (Excel) is recognized automatically

Getting an error?

CSV files from Excel, Numbers or LibreOffice sometimes use a different encoding or separator. The trick that always works:

1. Go to sheets.google.com and open a new spreadsheet
2. File → Import → upload your CSV → "Replace current sheet"
3. File → Download → "Comma Separated Values (.csv)"
4. Upload that new CSV in MailManagers — works every time

Google Sheets normalizes encoding and delimiter automatically.

Step 3 — Review the data

The system shows a table with all rows and a status per row:

• ✅ Ready — will be sent
• ⚠️ Invalid email — check typos
• ⚠️ Empty — row is skipped

Rows with issues are not sent; you don't need to fix them. Existing members and open invitations are automatically skipped — no duplicate emails.

Step 4 — Confirm and send

Tick the GDPR consent checkbox: this confirms you have permission from the persons to use their email addresses. Then click Send X invitations.

The system processes the rows one by one and shows a summary at the end:

• Sent: successful invitations
• Skipped: already member or open invite
• Errors: validation or mail errors with details

What the team member receives

Each recipient gets an email from MailManagers with:

• The name of the person who invited them
• The organization name
• A button to accept the invitation (link valid for 7 days)

Upon acceptance, the member automatically gets a signature based on your organization template. Name, job title, phone and address from the CSV are filled in immediately — the member doesn't have to type anything manually.

Seat limit

Your Team plan includes a number of seats (default = 1, expandable). If you send more invitations than available seats:

• All invitations are still sent
• Upon acceptance, each new member becomes active until the seat limit is reached
• Beyond that, members get inactive status — same as downgrading your plan
• You can increase the seat limit under Account → Subscription

Common mistakes

• "Column 'email' is missing" — your CSV is missing the header row or the first column isn't called "email". Use the example CSV as a base.
• Weird characters (é, ) in preview table — encoding issue. Apply the Google Sheets trick (see above).
• "No rows to process" — all rows were empty or invalid. Open your CSV in Google Sheets to see what's in it.
• Invitation not received — check spam folder. Email address may be typed incorrectly. You can see open invites on the organization page.

Security

• Each invitation has a unique signed token (valid 7 days)
• Tokens cannot be transferred between email addresses
• All bulk actions are only accessible to org admins/owners
• GDPR confirmation is mandatory before sending