Step 1 – Access the Tool

1. Log in to the Admin Interface.
2. From the left-hand side menu, select Viewers.
3. On the top-right of the page, click the ⋯ (three dots) icon, then select Bulk Create.

Step 2 – Complete the Bulk Viewer Creation Form

You will be taken to the Bulk Viewer Creation page.
Here, you need to fill in the following sections:

Batch

• Open the drop-down menu and select an existing batch.
• To create a new batch, select Other… and enter a new Batch Name.

Permissions

• Under Award, select the Award the new Viewers should have access to.
• Once an Award is selected, the Categories linked to it will appear.
• Tick the boxes for the Categories the Viewers should have access to.

Viewer Data

• Under Language, choose the desired language (default is English).
• In the text area provided, enter the Viewer details — one per line.
  Each line can include the following fields, separated by commas:
  • Email address (mandatory)
  • First name
  • Last name
  • Mobile phone number

Example:

viewer1@example.com, Jane, Doe, 07123456789
viewer2@example.com, John, Smith, 0123567244

Step 3 – Review and Finalise

After clicking Proceed, you’ll be taken to a Summary page.
Here, review the imported data carefully:

• Users to import – number of new users being created.
• Errors – any data entry issues detected.
• Existing users – users already in the system.

For each listed user, the system will show their:

• Email address
• First name
• Last name
• Mobile number
• Any warnings (e.g. Existing User, Email doesn’t exist)

Additional Options

• Overwrite existing viewers – choose Yes or No depending on whether existing user data should be replaced.
• Send email to existing viewers – choose Yes or No to notify existing users or not.
• Message for existing viewers – optional message content for those already in the system.
• Message for new viewers – optional welcome message for newly created accounts.

Once all information is correct, click Create Viewers to complete the process.

Step 4 – Tracking Email Delivery and Templates

After creating the viewers, you can check whether the notification emails were successfully sent.

1. Navigate to Email Management page.
2. Select Delivery Log from the options.
3. In the Delivery Log, you should see entries showing the emails sent as part of the bulk viewer creation process.

The following templates are used for these communications:

• viewer/contactingExistingUsers – sent to existing users when they are re-added or updated.
• viewer/welcome – sent to new users to welcome them and provide login details or access instructions.

These entries confirm that the system has processed and delivered the messages successfully.

Email Template Special Values

To ensure that the optional messages entered in Message for existing viewers or Message for new viewers are included in the emails sent, the default email templates must contain the following special value: @@viewer message@@

This placeholder should be added to the body of the relevant email templates (for example, viewer/contactingExistingUsers and viewer/welcome) wherever you want the custom message text to appear.

If this special value is not included in the template, the message entered during the bulk viewer creation process will not be displayed in the email.