How do I import users and responders?

Updated: Apr 30

Pro Tip: Create a folder on your computer called "Waves Importing Files" where you can save these files.

On-Boarding Level 1 Responders

Note: Level 1 responders are those within your school or organization that every person is assigned or has access to.​


  • When logged into your Waves Network, go to your navigation side-bar and click on "Responders".

  • In the upper right area, you will see three buttons: Export, Add Responder, and Import.

  • Click on "Import"

  • A screen will pop-up requesting you to upload the "Waves Responder Spreadsheet".

  • Because you don't have this yet, click on the text below the "Upload" button to download the "Waves Responder Spreadsheet".

  • Open the file on your computer.

  • Provide the requested information on each responder. You can copy and paste this information from other sources, just make sure you paste it with no special formatting and that it is pasted as "plain text" - very important.

  • Make sure the positions of each responder align with the correct responder level and properly reflect what you've indicated under your responder Segmentation Template - very important.

  • The user ID for each responder can either be an employee ID or you can make one up for each responder.

  • Because these are your level 1 responders, type "1" under the level column for each responder.

  • Double check to make sure there are no duplicates or grammatical/numerical errors.

  • Save the file as a .xls file.

  • Go back to the "Responders" screen.

  • Click the "Import Button"

  • Click the "Upload" button

  • Select the correct file from your computer.

  • All information should be successfully uploaded to your responders screen.

  • All responders listed will receive an automated welcome email providing them with their account information and how to log in to the app.


Adding (1) at a Time: If you would like to add one responder at a time, just click the button that says "Add Responder" and fill out the requested information.

On-Boarding Level 2 & 3 Responders (Optional)

Note: Level 2 responders are NOT required, but are those within your school or organization that Level 1 responders can refer their assigned users to if necessary. You may add as many Level 2 responders as you'd like and can customize their titles. Level 3 Responders are also NOT required, but are those within your school or organization that Level 2 responders can refer their assigned users to if necessary. You may add as many Level 3 responders as you'd like and can customize their titles.


  • When logged into your Waves Network, go to your navigation side-bar and click on "Responders".

  • In the upper right area, you will see three buttons: Export, Add Responder, and Import.

  • Click on "Import"

  • A screen will pop-up requesting you to upload the "Waves Responder Spreadsheet".

  • Because you don't have this yet, click on the text below the "Upload" button to download the "Waves Responder Spreadsheet".

  • Open the file on your computer.

  • Provide the requested information on each responder. You can copy and paste this information from other sources, just make sure you paste it with no special formatting and that it is pasted as "plain text" - very important.

  • Make sure the positions of each responder align with the correct responder level and properly reflect what you've indicated under your responder Segmentation Template - very important.

  • The user ID for each responder can either be an employee ID or you can make one up for each responder.

  • Because these are your level 2 or 3 responders, type "2" or "3" under the level column for each responder.

  • Depending on your structure, you can be a network admin and a responder, but you must use (2) separate emails.

  • Double check to make sure there are no duplicates or grammatical/numerical errors.

  • Save the file as a .xls file.

  • Go back to the "Responders" screen.

  • Click the "Import Button"

  • Click the "Upload" button

  • Select the correct file from your computer.

  • All information should be successfully uploaded to your responders screen.

  • All responders listed will receive an automated welcome email providing them with their account information and how to log in to the app.

On-Boarding Users

Note: The year and grade level column can be left blank if you are not a school.


  • When logged into your Waves Network, go to your navigation side-bar and click on your users tab.

  • In the upper right area, you will see three buttons: Export, Add Student, and Import.

  • Click on "Import"

  • A screen will pop-up requesting you to upload the "Waves Student Spreadsheet".

  • Because you don't have this yet, click on the text below the "Upload" button to download the "Waves Student Spreadsheet".

  • Open the file on your computer.

  • Provide the requested information on each user. You can copy and paste this information from other sources, just make sure you paste it with no special formatting and that it is pasted as "plain text" - very important. 

  • Make sure each user is assigned to the correct level 1 responder using the responder's user ID. 

  • If you would like the user to have access to all level 1 responders, type "All-Access" where you would put the assigned responder's user ID.

  • sure each user is assigned to the correct Level 1 responder using the responder's user ID. 

  • Double check to make sure there are no duplicates or grammatical/numerical errors.

  • Save the file as a .xls file.

  • Go back to the "Users" screen.

  • Click the "Import Button"

  • Click the "Upload" button

  • Select the correct file from your computer.

  • All information should be successfully uploaded to your users screen.

  • All users listed will receive an automated welcome email providing them with their account information and how to log in to the app.

What if there's an error when I'm uploading? If you happen to upload your file and not all of them upload successfully, a notification will appear with a link to download an error report which will indicate what went wrong and how to fix it.