Skip to content

Register Users in Batch Mode

Intermediate 15 minutes Auto-generated screenshots

Overview

In this tutorial, you'll learn how to onboard multiple users at once using Excel templates. As an organization manager, batch registration lets you upload a spreadsheet of users, process their registrations in bulk, and have each user automatically receive a verification email, credentials, and a dedicated cloud account. This is ideal for onboarding a class of students, a research group, or a department.

Prerequisites

  • [ ] RosettaHub account with ADMIN or SUPERUSER role in your organization
  • [ ] At least one root cloud account connected to your organization (see Register Your Organization)
  • [ ] An Excel template downloaded and filled in (see Step 1)

Steps

Step 1: Download the Appropriate Excel Template

RosettaHub provides dedicated templates for each user type. Download the template that matches the users you are onboarding:

User Type Template Link
Researchers https://bit.ly/rh-researchers
Educators https://bit.ly/rh-educators
IT Administrators https://bit.ly/rh-its
Students https://bit.ly/rh-students

Step 2: Fill in the Template

Open the downloaded Excel file and fill in one row per user. Key columns include:

  • First name and Last name
  • Email address
  • Sub-organization -- the name of the organization you manage

Sub-Organization Column

In the sub-organization column, enter the name of the organization you manage. If you leave this column blank, users will be added to the root organization, which requires the CPOC (Central Point of Contact) role.

Tip

Double-check email addresses before uploading. Typos will cause registration failures for individual rows, and correcting them requires re-uploading.

Step 3: Open the Upload Registrations Dialog

In the RosettaHub dashboard, navigate to the Registrations panel within Cloud Operations, then click the Upload Registrations button.

Step 4: Select and Upload the File

  1. Click Browse to open the file picker
  2. Select the completed Excel template from your computer

Step 5: Process the Upload

Click Upload Registrations to begin processing.

Validation-Only Mode

Before doing a full upload, check the "Check Only" checkbox and click Upload. This validates the file without creating any registrations, letting you catch errors first. You will receive a detailed report of any issues. Once satisfied, uncheck the box and upload again for real.

After processing, you will receive a detailed email report listing:

  • Successfully processed registrations
  • Failed registrations with error details (e.g., duplicate emails, missing fields)

Step 6: Monitor Registrations

Uploaded users appear in the Registrations panel. Each user will:

  1. Receive an email from admin@support.rosettahub.com to verify their email address and accept the terms and conditions
  2. Click the verification link in the email

Warning

Users who do not verify their email cannot complete registration. Remind users to check their spam or junk folders if they do not see the verification email.

Step 7: Users Receive Credentials and Log In

After email verification:

  1. Each user receives a welcome email with their login credentials
  2. Users log in at https://www.rosettahub.com using their login/email and password
  3. Users registered with a Google email address can also use the Google sign-in button

Next Steps

Troubleshooting

The email report shows failed registrations

Common causes of failures include:

  • Duplicate email addresses -- a user with that email already exists
  • Missing required fields -- ensure all mandatory columns are filled in
  • Invalid sub-organization name -- verify the organization name matches exactly

Fix the errors in the spreadsheet and re-upload only the failed rows.

Users are not receiving the verification email
  • Confirm the email addresses are correct in the uploaded file
  • Ask users to check their spam or junk folders
  • Ensure admin@support.rosettahub.com is whitelisted in the organization's email system
I used the wrong template for the user type

Each template is tailored to a specific user type (researcher, educator, IT administrator, student). If you uploaded with the wrong template, the registrations may still process, but the user type will be incorrect. You can update user types after creation through the Users panel.

What does the CPOC role do?

The CPOC (Central Point of Contact) role is required to add users directly to the root organization. If you do not have this role, you must specify a sub-organization in the template. Contact your organization's top-level administrator to obtain CPOC access if needed.