Property Insurance
Bulk Import Responsibilities
Importing responsibility assignments in bulk from Excel lets you assign users to responsibilities across all your sites in minutes. Instead of clicking through each site individually, you can manage all assignments from a single spreadsheet. This works for both Property Insurance and Compliance boards .
Before getting started Before getting started
Before downloading the Excel template, here are a few important things to know about bulk importing responsibility assignments:
- You must have defined responsibilities on the board before importing. The template is generated dynamically based on your existing responsibilities.
- Users must already exist in your organization. If a user email is not found, that row will show an error.
- Existing assignments are automatically detected and skipped — they will not be duplicated.
- You need the Manage Settings permission on the relevant board (Insurance or Compliance).
Automatic site access: When a user is assigned a responsibility at a site, they automatically receive access to that site. You do not need to manually grant site access — 21RISK handles this for you.
Download the template Download the template
Navigate to the responsibilities page for your board:
- For Property Insurance : Go to Insurance > Settings > Responsibilities
- For Compliance boards : Go to Compliance > [Board Name] > Edit > Responsibilities
Click the "Bulk import" button in the Responsibility Assignments section, then click "Download template" on the import page.
The template contains:
- An Instructions sheet with guidelines
- A data-to-import sheet pre-filled with your sites and responsibility columns
The columns in the data-to-import sheet are:
| Column | Required | Description |
|---|---|---|
| siteId | Yes | The ID of the site (pre-filled in the template) |
| siteName | No | The name of the site (for reference only — not used for import) |
| [Responsibility Name] | No | One column per responsibility — enter user emails here |
Fill out the template Fill out the template
Open the data-to-import sheet. You will see all your active sites pre-filled with their IDs and names. Each responsibility you have defined appears as a column header.
To assign a user to a responsibility at a specific site, enter the user's email address in the corresponding cell. For example:
| siteId | siteName | Fire Safety Officer | Risk Manager |
|---|---|---|---|
| 693d71a4055c8fb404beb11b | London Office | john@example.com | jane@example.com |
| 7a3f81b2066d9ec515cfc22c | Berlin Office | bob@example.com | |
| 8b4g92c3177eafd626dgd33d | Tokyo Office | jane@example.com |
- Leave cells blank to skip — no assignment will be made for that site/responsibility combination.
- Use the exact email address the user has in 21RISK.
Important: Do not rename, reorder, or remove columns. Do not add new sheets. The importer relies on the exact column names matching your defined responsibilities.
Upload and review Upload and review
After filling out the template, go back to the import page and upload your Excel file using the upload card.
21RISK will parse the file and show you a what-if analysis — a preview of exactly what will happen before any changes are made:
- New assignments are shown with a green badge and will be created when you confirm.
- Existing assignments that already exist are shown with a grey badge and will be skipped.
- Errors (such as unknown users or invalid sites) are shown with a red badge and will not be imported.
Review the preview carefully. When you are satisfied, click "Import now" to apply the assignments.
After importing After importing
After a successful import:
- All new responsibility assignments are created immediately.
- Users automatically receive access to the sites they are assigned to — no manual site access setup required.
- You can verify the assignments on the Responsibilities page, where the assignments table shows each site and the users assigned to each responsibility.
Tip: If you need to remove an assignment, you can do so directly from the Responsibilities page by clicking on the assigned user in the assignments table.