Administrators in Navigatr can add members directly from the Members page, either one at a time or in bulk from a CSV file. Members are your organisation's cohort, such as students in a school, staff in a company, or residents in a city.
Adding members creates a Navigatr account for each person so you can issue them badges, enrol them on pathways, and track their engagement. There is no longer any need to email a CSV to our support team. You can do everything yourself from the Members page.
Two ways to add members
Open your Admin Dashboard, go to Members, and select Add Member. You will be asked to choose how you want to add people:
A single member: enter one person's name and email to create one account.
Bulk register: upload a CSV to create many accounts at once.
Add a single member
To add one person:
On the Members page, select Add Member, then A single member.
Enter the member's email address, first name, and last name.
Tick the three confirmation boxes (see Before you add members below).
Select Add member. The account is created straight away and the person appears in your members list.
Bulk register from a CSV
To onboard a large group at once:
On the Members page, select Add Member, then Bulk register.
Select Download Template and fill in one row per member. The template has three columns: email, firstname, and lastname. No passwords are needed.
Choose your completed CSV file to upload it.
Match columns: confirm which columns in your file map to email, firstname, and lastname.
Review and confirm: check the sample of the data to be registered, tick the three confirmation boxes, then select Bulk register.
Note: Each upload can include up to 500 members. If your file has more than 100 rows, it is processed in the background and split into batches. You will receive a notification when the job is finished.
Before you add members
When you add someone else's details, you are doing so on the basis of your organisation's lawful grounds (for example an employment contract, a learning agreement, or legitimate interest), not on the basis of the individual's own consent. Before you continue, you confirm three things by ticking the boxes shown on screen:
The members are aged 13 or over. Navigatr does not provide accounts to users under 13.
You have a lawful basis to provide their details and are authorised to do so on behalf of your organisation.
You have informed, or will inform, the members that you are creating accounts for them on Navigatr.
All three boxes must be ticked before you can submit. These confirmations are recorded with the request.
Important: Navigatr is the data controller and your organisation is the data processor. You are responsible for ensuring your organisation has a lawful basis to share each member's details. Only add the people you are authorised to add.
What happens after you add members
A Navigatr account is created for each new member, with their email address already verified. You do not set or share any passwords.
Each member can sign in straight away by choosing Forgot password? to set their own password, or by using Sign in with Microsoft or Sign in with Google if their email is on one of those providers.
Every new member also receives a welcome email. This email explains who created their account, why, the basis for it, and how to access, manage, or remove their data. It is how Navigatr meets its transparency duty to people whose data was provided by their organisation.
For added privacy, accounts created this way are hidden from search engines by default. Members can change this themselves in their account settings at any time.
Handling failed registrations
When a bulk register job finishes, you receive a notification with the outcome. If some rows could not be processed, select the notification to download a CSV of the failed rows.
The failure CSV lists the email, first name, and last name from each failed row, plus a Reason column explaining what went wrong. Common reasons include:
Invalid email format.
A missing first name or last name.
The person is already a member of your organisation.
Fix the listed rows and upload them again to complete the registration. People who already have an account are simply added to your organisation as members, so no duplicate accounts are created.
Registration limits
Bulk registration is subject to per-upload and annual limits, depending on your plan:
Note: Each bulk register upload can include up to 500 members.
Who can use this feature
Adding members is available to:
Communities that want to onboard residents or participants at scale.
Pro Provider plans, which include access to advanced member management tools.
If you would like to enable Members for your provider or community, please contact us to discuss your options.
Managing your members
Once added, members appear on your Members page. From here you can:
Search and filter members by name, email, or engagement.
Issue badges individually or in bulk.
Track member participation and activity trends.
Learn more in the Managing Your Members guide.
Tip: If you have any questions about adding or bulk registering members, contact us at [email protected].