You can now easily add or update coordinators in a project using an Excel import. This makes it faster and more efficient to manage access across large or complex group structures, especially when you're dealing with many coordinators at once. No need to click through multiple levels or add people one by one.
Where to find the Import/Export option
Go to your project’s Group coordinators overview in My Effectory. In the top-right corner, open the dropdown menu and select Export coordinators.
This will download an Excel file that includes:
- All groups in the selected structure
- All coordinators currently linked to those groups
Each coordinator appears in a separate row, alongside the group they’re linked to. If a group doesn't yet have any coordinators, it will still appear in the file so that you can add them if needed.
The file contains six columns:
- Group ID: The unique ID of the group.
- Group name: The full path of the group (e.g. The Company > Customer Success > Amsterdam).
- E-mail: The e-mail address of the coordinator.
- First name: The coordinator’s first name.
- Last name: The coordinator’s last name.
- Role: The coordinator’s role: either Local Coordinator or Result Access Coordinator.
What you can do with the import
You can use the import to add or update coordinators.
Add new coordinators
If you're adding the first coordinator to a group, the row for that group will already be included in the export. Just fill in the e-mail address and role. First and last name are optional.
If you're adding a coordinator to a group that already has one or more coordinators, you'll need to add a new row. Copy the GroupID from the existing row for that group, then enter the coordinator’s e-mail address and role in the new row. Again, first and last name are optional.
Each coordinator must have their own row, even if they belong to the same group.
Update existing coordinators
To change a coordinator’s role, simply update the value in the role column. Only the following roles are accepted:
- Local Coordinator
- Result Access Coordinator
For a full overview of coordinator roles in My Effectory, see Coordinator roles in My Effectory and Platform permissions per coordinator role.
Remove coordinators
Removing coordinators via Excel is not yet supported. You can still remove them manually in the Group coordinators overview. If you're unsure how, read Linking group coordinators manually.
Uploading your changes
Once your file is ready:
- Go back to the Group coordinators screen.
- Click the dropdown menu you used for the export.
- Select Import coordinators and upload your file.
Your changes will be applied immediately. Any new Local Coordinators can also receive an email notification. This is optional and can be enabled during the import.
Things to keep in mind
- Use a valid Excel (.xlsx) file that is not locked, encrypted, or protected.
- The file must contain a worksheet named Coordinators, which includes only the six columns listed above.
- The file must contain at least one valid coordinator change.
- You can upload up to 50,000 changes per file.
- The file size must not exceed 512 MB.
- All group IDs must exist in the project.
- Email addresses must be valid and not from blocked domains.
- If you're a Local Coordinator, you can only update parts of the group structure you have access to. Learn more in Platform permissions per coordinator role.