Bulk invite interpreters

What you'll learn

• How to invite a whole list of interpreters at once from a CSV file, and fix the rows Fluent can't invite.

Before you start

• Each interpreter needs an email address with no Fluent account.

Fill in the CSV template

Owners, Admins, and Managers can bulk invite. Start from Fluent's template, which has the columns Fluent reads.

1. Go to Team › Interpreters and click +.
2. In the "Invite an interpreter" dialog, click Bulk invite. The Bulk Invite Interpreters page opens.
3. Click Download CSV template.
4. Open fluent-invite-template.csv. It has the header row only.
5. Add 1 row per interpreter, and save the file as CSV.

Column	What to enter
first_name, last_name	The interpreter's name
email	The address Fluent sends the invite to
languages	Languages, separated by semicolons: Spanish; Italian
team	The team the interpreter joins
phone_number and the address columns	Fluent doesn't save these

• Required columns: Fill in first_name, last_name, email, and languages on every row.
• Languages: Each language becomes a pair from that language to English. A row with only English adds no pair.
• If you're on more than 1 team: Enter one of the teams the page lists after "Available teams:".
• If you're on 1 team: Every row joins it, whatever the team column says.

Upload your CSV

Fluent reads the file and checks each language and team against its own lists. It sends nothing yet.

1. Drag the file onto "Drag & drop a CSV file here", or click Choose file and select it.
2. Check the count under the file name, "{n} interpreters ready to import", and click Continue.

• Every language and team matched: The page goes straight to Review & send.
• Anything unmatched: The page opens Resolve mapping issues.

Resolve mapping issues

Fluent lists the rows whose language or team it couldn't match, and fills in close matches, such as Spanish for Spansih.

1. In each language row, check the language in the Map to Language column, or select another. A match Fluent filled in already counts as resolved.
2. In each team row, select a team in the Map to Team column.
3. When each section's badge reads All resolved, click Next.

Review & send

Fluent lists every interpreter it's about to invite, and emails them all when you click Import.

1. Check every email address. Fluent sends each invite to the address in the file.
2. Click Import.

Each new interpreter gets the email "Invitation: Join the interpreter team at {agency}". Its link works for 30 days.

Fix skipped rows

Fluent invites every row it can and skips the rest. The message counts the rows outside your approved invite domains on their own, and gives every other skipped row one reason, "already on your team or invite pending", so find the real one here.

Why Fluent skips a row	What to do
The email isn't a valid address	Fix the address and import again
The email repeats an earlier row	No action. The first row gets the invite.
Your agency already invited this email	No action, or Reactivate Invite on a Revoked row
The person is already in your agency	No action. They already belong to your agency.
The email already has a Fluent account	Fluent can't invite this address
The row has no team	Map a team in Resolve mapping issues
The email's domain isn't one of your approved invite domains	Invite the person at an approved address, or add the domain in Settings › Security

An invite your agency revoked, or one older than 30 days, still counts as already invited.

To send an already-invited interpreter a new email, go to Team › Interpreters, open the ⋯ menu at the end of their Invited row, and click Resend Invite. Fluent shows "{name}'s invite has been re-sent", and the new link works for 30 days.

To see the reason for one address, enter it in the "Invite an interpreter" dialog. It says why, for example "An invite is already pending for this email."

Rules and limits

• One import takes up to 500 rows. Fluent checks the limit when you click Import, not when you upload the file.
• Bulk invite saves names, emails, teams, and language pairs only. Add phone numbers, addresses, services, specializations, and certifications on each interpreter's profile. See Interpreter profiles.
• Interpreter invites don't count toward your plan's team member limit.
• Fluent keeps an import in progress if you refresh the page in the same browser tab. Cancel, ×, and opening Bulk invite again each discard it.

Troubleshooting

"Bulk import failed. Please try again."

Fluent refused the whole import.

• The file has more than 500 rows: Split it into files of 500 rows or fewer, and import each one.
• Your role can't bulk invite, or the request failed: Try again.

"Failed to read the CSV file."

Fluent couldn't open the file. Save it as CSV from your spreadsheet app and upload it again.

A language isn't in the Map to Language list

Bulk invite matches languages against a fixed list of 52 languages.

1. Delete that row from the file, then click ← and Choose a different file to upload it again.
2. Invite that person from the "Invite an interpreter" dialog, whose language fields search Fluent's full language list. See Invite interpreters.

Related articles

• Invite interpreters
• Interpreter profiles
• Teams
• Set up your agency