> For the complete documentation index, see [llms.txt](https://help.tahua.io/llms.txt). Markdown versions of documentation pages are available by appending `.md` to page URLs; this page is available as [Markdown](https://help.tahua.io/knowledge-base/administrator-help-guides/registration-management/importing-and-adding-applicants.md).

# Importing & Adding Applicants

There are two ways to get Applicants into Tahua: adding them one at a time, or importing a batch of them from a spreadsheet. Both options are found on the **Applicants** page — click **Users** in the top navigation, then **Applicants.**

## Adding a Single Applicant

* From the **Applicants** page, click **Add Applicant.**
* Select the **Registration Type** for this Applicant.
* Enter the **Entity name** (for organisation-type registrations), **First name**, **Last name**, and **Email address.**
* Leave **Invite Applicant to the system?** ticked if you'd like them to receive their invitation straight away, or untick it if you'd rather add them now and invite them later.
* Click **Create.**

This immediately creates the Applicant's record and a draft Registration for them to complete. If you left the invite checkbox ticked, they'll receive the **Applicant Invitation Email** right away — see [Registration Email Templates](/knowledge-base/administrator-help-guides/registration-management/registration-email-templates.md) for how to customise it.

{% hint style="info" %}
Note: If the email address you enter already belongs to an existing user in your organisation, Tahua will attach that existing user rather than creating a duplicate.
{% endhint %}

## Importing Multiple Applicants at Once

If you have a list of Applicants to add in bulk, use **Import Applicants** instead of adding them one by one.

* From the **Applicants** page, click **Import Applicants.**
* Click **Download the Template** to get a spreadsheet with the correct columns for the Registration Type you're importing (`First Name`, `Last Name`, `Email`, and an entity name column for organisation-type registrations).
* Fill in one row per Applicant, then upload the completed file.
* Tahua will show you a preview of every row before anything is created, flagging each one as **"This record will be imported"** or **"This record will not be imported."** Review this carefully — rows with missing or invalid information won't be imported, and duplicate emails within your file will be flagged.
* Leave **Invite applicants to the system?** ticked if you'd like everyone in the file to receive their invitation as soon as the import completes, or untick it to add them without inviting them yet.
* Click **Import.**

{% hint style="info" %}
Note: If a row's email address matches an existing user, Tahua attaches that existing user instead of creating a duplicate — the same behaviour as adding a single Applicant.
{% endhint %}

{% hint style="info" %}
Note: Email addresses only need to be unique within your own organisation. The same email address can exist for an Applicant in a different organisation.
{% endhint %}

## Applicants vs. Verifiers/Institutions

The **Add Applicant** flow described above also works for adding a single Verifier/Institution — just go to **Users > Verifiers** and click **Add Verifier** instead. The same fields apply, and ticking the invite checkbox sends the **Institution Invitation Email**.

{% hint style="info" %}
Note: Bulk import is only available for Applicants. There is currently no option to import Verifiers/Institutions in bulk — they need to be added one at a time.
{% endhint %}

## Email Notifications

Whether you add Applicants individually or import them in bulk, the invitation checkbox is what controls whether an invitation email actually goes out — adding or importing an Applicant without ticking it just creates their record without notifying them. When you do invite them, the email sent is the same **Applicant Invitation Email** (or **Institution Invitation Email** for Verifiers) that's used everywhere else in the system.

You can review and customise the wording of these emails under **Settings > Organisation > Emails.** See [Registration Email Templates](/knowledge-base/administrator-help-guides/registration-management/registration-email-templates.md) for the full list of Registration-related emails and what triggers each one.

***

## What's Next?

* [Registration Email Templates](/knowledge-base/administrator-help-guides/registration-management/registration-email-templates.md)
* [Modifying Registration Templates After Launch](/knowledge-base/administrator-help-guides/registration-management/modifying-registration-templates-after-launch.md)
* [Checklist - Registrations](/knowledge-base/administrator-help-guides/registration-management/checklist-registrations.md)