Importing users to Hoxhunt does not yet start the training for the employee, they need access to the Hoxhunt button to be able to start the training.
Located in the Hoxhunt Admin Portal, the User Import tool can be used to import new users and to modify existing user data. Each time you upload users, the system will either update existing users, or create new users based on your import.
If you want to delete users, you can do so in the Admin Portal: User Management View
Using the User Import Tool
General introduction
Go to Admin Portal > User Management.
Click + Add users.
The User Import tool includes two ways to add users to Hoxhunt platform:
Email address - ideal when you want to import a few users manually through their email address
CSV - when you want to import a list of users with more details
TIP: Both options allow you to edit individual user details before the actual import.
Import via ‘Email address’ option
1. Choose Email address.
2. Enter the emails addresses of the user/s you want to add to the Hoxhunt service and choose Review.
Email address domains must match one of the listed allowed domains for your organization. If you have errors related to this, please reach out to support@hoxhunt.com.
Paste a list of email addresses separated by comma, space or comma+space.
-
You can also type email addresses and separate them by Enter key.
3. Next, check the user details. If you want to make any changes, click on the respective fields and edit the values.
4. Once you are satisfied with the user data, choose Import.
IMPORTANT: Do not close the web page while the import is in progress! The import process is running in your web browser. If you close the window, the import will interrupt.
5. When the import is finished, you see a summary of the import results - how many users were created, how many users were updated, and how many errors were encountered during the import.
TIP: You can download a CSV for each batch of users for further review.
Import via CSV option
Your CSV file must contain at least following user attributes: firstName, lastName, email. You CSV file should be encoded in UTF-8.
1. Choose CSV.
2. Drag and drop an user list in CSV format that conforms to Hoxhunt's user import syntax.
TIP: If you are unsure of the format your CSV should have, you can download an import template by clicking Download template and then fill in your user information. You can also check detailed definitions of each column by clicking Column definitions.
Supported user attributes in CSV import
| Column name | Description | Notes |
|---|---|---|
| Primary email address of the user |
MANDATORY Each user can only be imported with one email |
|
| firstName | First name of the user | MANDATORY |
| lastName | Last name of the user | MANDATORY |
| department | If you want to break down your reporting by department, you can include the country information here | This input is flexible, so if Business Unit or some other identifier is more relevant for you, you can include that data here |
| country |
If you want to break down your reporting by country, you can include the country information here
|
country is accepted in following ISO 3166-1 formats: English short name;two-letter code (Alpha-2) Examples: FI, GB, ES, DE, SE |
| city | If you want to break down your reporting by city, you can include the country information here | |
| site | If you want to break down your reporting by site, you can include the country information here | This input is flexible, so if Business Unit or some other identifier is more relevant for you, you can include that data here |
| language | This determines the default UI language for the user for example in game.hoxhunt.com. UI language is also applied to any training that is completed within the platform, for example Security Awareness Training. |
language is accepted in following format: two-letter code (639-1) If you leave this empty, the default language will be set on a domain level by your Hoxhunt Onboarding Manager |
| questLanguages | This determines the Hoxhunt Phishing simulation email languages for the user. |
questLanguage is accepted in following format: two-letter code (639-1) If you leave this empty, the default language will be set on a domain level by your Hoxhunt Onboarding Manager. All users will receive training emails in English by default. |
| isAnonymous | Determines if the user is anonymous ie if their name is shown in the leaderboard on game.hoxhunt.com and if their name is used in co-worker impersonation training emails. |
If you leave this empty, the default setting will be set per your preferences in the Admin Portal. Read more: Admin Portal: Training Settings / User Visibility and Leaderboard Settings |
| gameMode |
This attributed determines if user is eligible to participate in adaptive phishing training. Intensive = The user receives simulations via adaptive phishing training. They can also report real suspicious emails and benchmark simulations with the Hoxhunt button, and complete Security Awareness Training (training packages). Report_only = The user DOES NOT receive simulations via adaptive phishing training, but they can report real suspicious emails and benchmark simulations with the Hoxhunt button, and complete Security Awareness Training (training packages). |
If you leave this empty, the default setting will be set on an organization level by your Hoxhunt Onboarding Manager.
If you are using Hoxhunt licences, you can ignore this attribute. |
| licenses | Licenses assigned to user. Accepted values: Comply, Evolve and Change. Format: comma separated licenses e.g. Comply,Change | This field is only supported if you are using Hoxhunt licences. Any combination of licences will override any existing licenses user may have. |
| title | User's job title. | Not to be confused with Job Function (see below). |
| Job function | User's job function. | A Hoxhunt-specific value of user's generic job function. |
| deviceHostnames |
Hostnames of users device(s). Format: comma-separated hostnames, e.g. laptop001.company.tld, phone001.company.tld |
This field is related to Hoxhunt Sense. |
|
customAttribute1 ... customAttribute10 |
Custom user attributes you can use to extend your existing Hoxhunt user data. | User attribute mappings |
4. Upload your CSV and click Review.
5. Next, review the user data and make necessary changes. Pay attention to fields highlighted in red as they contain errors. See Some user are highlighted in red on how to resolve invalid user data.
6. Once you are satisfied with the user data, choose Import.
IMPORTANT: Importing user data to Hoxhunt may take a while. Please do not close the web page while the import is in progress. The import process is running in your web browser. If you close the window, the import will be interrupted.
5. When the import has finished, you see a summary of the import results - how many users were created, how many users were updated, and how many errors were encountered during the import.
TIP: You can download a CSV for each batch of users for further review.
Frequently asked questions
What happens if user already exists?
If you are importing a user who is already exists Hoxhunt, the user’s details will be updated based on your import data. Email column is used as the identifying value for user accounts during import.
Can we use this tool to add, update, and delete users based on a master user list?
The User Import tool can be used to add new users and update existing users, but not to delete users. Deleting users or comparing importable CSV list to current user base is not yet available to customers but if you have master user lists, please contact Hoxhunt Support to have them processed for you.
Some users are highlighted in red, what should I do?
User import tool detects if user data is not in accordance with import requirements. Most common errors are related to the mandatory fields: first name, last name, and email address. Please fix the highlighted data and proceed.
NOTE: Due to security reasons, user's first name and last name cannot contain any bracket characters.
You can download a CSV of users who cause an error to resolve and process them later by selecting Download CSV > Errors only.
If you want to proceed with the import and deal with the errors later, selecting the errored users and then select Action > Remove from import.
NOTE: Removed users are only excluded from the import process, not from your original CSV or Hoxhunt user base.
My import resulted in some errors, what should I do?
Download CSV of the users who resulted in an error, and double-check your user data is valid. Please then try to import the users again.
I can’t find the reason for my import errors, what should I do?
You network connection might have been interrupted, causing user import to end abruptly. If the error persists, please contact Hoxhunt support at support@hoxhunt.com for assistance.