Overview

Keeping your app user lists updated is foundational to effective SaaS management. Here’s why:

• One Source of Truth: Have a single authoritative source for all your SaaS apps and their users.
• No Missed Offboarding: Ensure departed employees are removed from all apps.
• Effective renewal management: Having an updated user and license list enables you to quickly identify waste and assess how many licenses you actually need when you plan your renewal.
• Accurate Cost Monitoring: Maintain precision in SaaS costs per user and department.

Torii's automation-first approach allows for the automatic fetching of users and licenses through direct integrations. Unfortunately, this isn't always possible. Sometimes, third-party APIs either don't provide complete information or are restricted. In such cases, Torii offers the flexibility to add users and their licenses via custom integration or manual file import, ensuring your user data is always up-to-date.

When to manage users and licenses manually

• For non-integrated apps - manage users and licenses manually
• For integrated apps where license data is not granular enough - manage licenses manually

How to manage users for non-integrated apps

Importing users to Torii is an easy and intuitive process.  

Permission scope required to import users: Applications Take Action

Supported File Types

We support CSV files with column headers listing active users. There's no need for a specific template; whether it's an exported user report or your own custom file, we've got you covered.

For popular apps, we've created custom parsers that align with their standard exported user lists. So, if you use a native user export, Torii will automatically parse it, saving you the hassle of manual column mapping.  Available custom parsers are: Gong, Figma, Whimsical, Loom, Airtable and Hex.

Supported Columns for Import

1. Email (Required)
2. Licenses: Single or multiple license names separated by commas or semicolons.
3. Last used date

First-Time Import

1. Go to the application "Users" tab and, open the "Import" menu and click: "Import users"
2. A step by step dialog opens and guides you through the flow:
   1. Upload File: Select your CSV file.
   2. Map Columns: Torii automatically populates the mapping based on your file column headers. You can manually change the column selected for each field, or even choose not to import it at all by selecting "Do not import".
   3. Preview Changes: Review the users about to be imported as well as errors.  Users with errors will be skipped.
   4. Import: Complete the process by clicking "Import" and view the new and/or updated users in the table.  Note that these manually imported users have a "file upload" source and are created in a manually imported account.

Regular Update Import

When you import a user list to an app for the second time or more, Torii will perform a full sync:

1. Add new users that were not previously imported
2. Update previously imported users
3. Mark previously imported but missing users as removed from the app

How to adjust licenses for integrated apps

Adjusting integration licenses in Torii is an easy and intuitive process, and very similar to "Import users" described above.  

A few things to note before you start

1. Once you manually adjust licenses, license data will no longer be synced from the integration.  Users and usage will continue to sync.  This means that new users will be synced without a license.  It is recommended to import a file periodically to ensure all users have the correct licenses.
2. You can reset all manual changes at any time by clicking: "Reset manual changes" from the "Import" menu.  After reset, all data will be resynced from the integration. 

First time license adjustment

1. Go to the application "Users" tab and, open the "Import" menu and click: "Adjust licenses"
2. A step by step dialog opens and guides you through the flow:
   1. Upload File: Select your CSV file.
   2. Map Columns: Torii automatically populates the mapping based on your file column headers. You can manually change the column selected for each field, or even choose not to import it at all by selecting "Do not import".  
   3. Preview Changes: Review the license updates as well as errors.  Please note that:
      1. Users in your file that had errors will be skipped. 
      2. Integration users that were not in your file will have their licenses removed.  This is because we no longer sync license data from the integration.
   4. Import: Complete the process by clicking "Import" and view the updated user licenses and last used date in the table. Tip: To easily identify manually adjusted licenses, add the "License source" column to your view.

Regular license adjustment

When you import a user licenses list to an app for the second time or more, Torii will update the licenses and last used dates according to the data in your file.

Important Notes

• Active users only: Some app consoles allow you to filter the user list to show only active users, but others only let you export the entire list, including disabled users. In such cases, please ensure you filter for active users before importing the list into Torii. Otherwise, Torii will import all users as active, which could lead to inaccuracies.
• Empty Values: If a selected column contains an empty value, it will clear the existing value for that user. To retain existing values, choose "Do not import" for that column during the column mapping step.
• Date format parsing: Date formats can vary across different app consoles. Torii accepts any date format, including those with time of day. To ensure accurate date imports, Torii will automatically scan your file to determine the date format. In rare cases where the date is ambiguous (e.g., 01/02/2024), Torii will prompt you to clarify whether the day or the month comes first.

Recommended Follow-Up Actions

Once the import is complete, head over to the application's "Overview" tab to check out the licenses breakdown. You'll quickly spot areas where you could save money, whether it's licenses assigned to past users or those sitting unused.  Learn more about gaining cost saving from unused licenses.

Additional recommended actions:

• Configure an offboarding method for the manually imported account
• Enter License Cost for the newly added licenses
• Configure Chargebacks with a bottom up allocation strategy

FAQs

Q: What if the file has multiple columns for licenses?

A: If your file has licenses split across multiple columns, you can create a single "Licenses" column that consolidates all user licenses separated by commas. Use Excel functions to merge the columns, then import the combined column into Torii.

Q: Can I update license data for users from the integration?

A: Not currently. Imported users reside in a different account, so license data from the integration cannot be overwritten.

Q: What if I only want to add users?

A: Use the same flow and select "Uploaded file only contains user additions or updates" in step 2.

Q: Can I mark manually uploaded users as removed from the app?

A: Yes. If you want to offboard those users from this app as part of a complete employee offboarding, go to their user page and click "Start offboarding" or manually run an offboarding workflow. If you only want to remove them from a specific app, import a new file that excludes their names. They will be automatically marked as removed.

Q: Can I permanently delete imported users?

A: Yes, you can delete all imported users if needed using the "Delete all imported users" option.

Q: Can I add users to an integrated account?

A: No.  Adding users is only available for manual accounts.

Q: What if I already imported users before this feature was released and they were created in a manual account?

A: This is easy to fix by following these steps:

1. Delete all imported users from the manual account.
2. Select the integrated account from the dropdown
3. Click "Adjust licenses" and import your file
4. See the license changes reflected on the existing users.