# Add members manually or with a CSV file

Add one member with a form, or many members at once by uploading a CSV file, and choose whether to send them a welcome email.

import { Steps } from '@prosefly/astro-components';
import Callout from '@components/Callout.astro';
import AddMembersUpload from '@components/app-screens/screens/AddMembersUpload.astro';
import AddMembersMapColumns from '@components/app-screens/screens/AddMembersMapColumns.astro';
import AddMembersDone from '@components/app-screens/screens/AddMembersDone.astro';
import UploadHistory from '@components/app-screens/screens/UploadHistory.astro';
import AddMemberManually from '@components/app-screens/screens/AddMemberManually.astro';
import AddMembersWelcomeEmail from '@components/app-screens/screens/AddMembersWelcomeEmail.astro';

You can add members to RandomCoffee yourself, from "People" > "All members":

- **with a CSV file**, to add many people at once;
- **manually**, to add one person, which only takes a minute.

Other methods (invite link, Slack, Microsoft Teams, HRIS, SCIM, API) are compared in [Ways to add members](/admin/members/ways-to-add-members/).

<Callout type="warning">
  **Do you have open sessions running?** The members you add join your programs right away: if they are part of a program's audience, they are invited to its open session, and to its future sessions. Check your programs' audiences before you add new people.
</Callout>

## Add members with a CSV file

<Steps>

1. **Open the upload page.**

   In "People" > "All members", click "Add new members". The "Invite new members" page opens on the "Upload a member list" tab.

2. **Upload your CSV file.**

   Drag and drop your file in the upload area, or click it to choose the file. Then click "Continue".

   <AddMembersUpload alt="The Upload a member list tab, with the upload area and the link to the example file" />

   Your file must include at least three columns: first name, last name and email address. You can add as many other columns as you want with details about your members: they become [categories](/admin/categories-and-audiences/categories/). To start from a template, download "our example file" from the upload area.

3. **Map each column.**

   For each column of your file, choose one option:

   - "Map to existing category": select the matching category in the list (for example, your "City" column goes into your existing "City" category);
   - "Create a new category": choose its type (for example "Dropdown: list of options to choose from") and its name. Each value found in the column is added to the list of options;
   - "Ignore this field": the column is not imported this time.

   The column with the email addresses must be mapped before you can continue.

   <AddMembersMapColumns alt="The Map columns step: the email column is mapped to Email Address, the city column is being mapped to an existing category, and the department column creates a new dropdown category" />

4. **Choose whether to send a welcome email.**

   Below the columns, turn on "Send a welcome email (optional)" if you want to, then click "Continue". See [The welcome email](#the-welcome-email).

5. **Check the import.**

   Your list is scheduled for import.

   <AddMembersDone alt="The confirmation screen: Done, with the Go to my upload history and Submit a new list buttons" />

   Click "Go to my upload history" to follow it in "People" > "History": its status is "Processing", then "Processed". You receive an email once your list is processed.

   <UploadHistory alt="The History page, with processed CSV uploads and members added or updated manually" />

</Steps>

<Callout type="warning">
  If your file contains accents or special characters, save it in **CSV UTF-8** format. Otherwise, names with accents or special characters will not be uploaded correctly.
</Callout>

<Callout type="note">
  If the first name and last name columns are not mapped, RandomCoffee cannot create new members: it only updates the members who already exist. This is useful to [update your members with a file](/admin/members/update-members/).
</Callout>

## Add one member manually

<Steps>

1. **Open the form.**

   In "People" > "All members", click "Add new members", then open the "Add a member manually" tab.

2. **Fill in the member's details.**

   Enter their first name, last name and email address. Fill in the other fields (your categories, such as "City") if you know them, or leave them blank.

   <AddMemberManually alt="The Add a member manually tab, with the First Name, Last Name and Email fields, then the Years of experience, City and Hobby categories" />

3. **Choose whether to send a welcome email.**

   Turn on "Send a welcome email (optional)" if you want to. See [The welcome email](#the-welcome-email).

4. **Click "Continue".**

   The member is added to your list.

</Steps>

## The welcome email

With both methods, you choose whether to send a welcome email to your **new members**. This email:

- presents the RandomCoffee initiative to them;
- invites them to claim their account on their [Member Portal](/members/getting-started/member-portal/), unless you turned off [Member Portal access](/admin/workspace-settings/member-portal-access/).

<AddMembersWelcomeEmail alt="The Send a welcome email option, turned on, with the Back and Continue buttons" />

The option is off by default. It only applies to members who are new to your workspace: the members already in your list do not receive it.

<Callout type="tip">
  We highly recommend sending the welcome email, together with the Member Portal, to engage your members from day one. They get all the information they need to understand RandomCoffee, can set their preferences, and can even create connections on their own. A good first experience leads to a better long-term return on your investment.
</Callout>