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Gainsight Inc.

Gainsight User Management


Gainsight Admins manage users and their licenses from the Administration > User Management page. You can also grant access to the Gainsight Sally application to the required users.

This article describes the different methods available for admins to ingest user data into the Gainsight User Object. Gainsight User is a standard object which stores all of the users' information in Gainsight’s Matrix Data Architecture (MDA).  For more information on the Gainsight User Object, refer to the Gainsight User Object article.

You can add user records by three methods:

  • Manual
  • CSV
  • From External System

Note: All the Users added to the Gainsight User object may or may not have Gainsight license.

Add or Edit Users Manually

To add user records into the Gainsight User object:

  1. Navigate to Administration > User Management.
  2. Click Add Users and select Add User Manually.

Add Users Manually_SFDC Edition.png

  1. Enter the following information in the Add Users page:
  • First Name: (Mandatory)
  • Last Name: (Optional)
  • Email ID: (Mandatory)
  • User Name: (Mandatory) Make sure that the username of each user record is unique.
  • Is Super Admin: Select either True or False. It indicates whether a user is identified as Super Admin (value as True) who has superior dashboard permissions. A user who is not a Super Admin (value as False) has just Admin (limited) dashboard permissions.
  • Timezone: Select a timezone from the list to assign a timezone to a user.
  • User Locale: Select a Locale from the list to a user. This setting will determine the display format for all Date and Datetime fields across Gainsight to the specific user.

Note: If a Gainsight Admin does not configure a user's locale, data in the user's org will be formatted based on the Salesforce org level locale setting by default. Salesforce Admins can configure this setting from the Salesforce org settings.

  • Custom Fields: Enter values in the other custom fields as required.

Add Users Manually_SFDC Edition.png

  1. Click SAVE. A new user record is added to the users list as shown in the image below:

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  1. Select any user and perform the following actions:
  • Edit User: Click this option to edit the fields and update the user information.
  • Make Active/Inactive: Click this option to change the status of a user to Active/Inactive. Active users can be selected in other functionalities (Sally and C360 Sharing) to view or access data in Gainsight. User status is shown in the first column as either Active or Inactive.
  • Send Welcome Email: This option is not functional.

Add or Replace Profile Picture

To add or replace profile picture to a user:

  1. Navigate to the Administration > Users and Permissions > User Management.
  2. Click the three dots menu of the user and select Edit User.
  3. Hover over the profile pic and click Update Profile Picture.
  4. Drag and drop picture file or click BROWSE FILES to upload file from your machine.
    Note: Image should be in the format, either PNG, JPG, or JPEG; image size should not exceed 5 MB.
  5. Locate the portion of the image for display.
  6. (Optional) Enlarge the image using the scroll bar.
  7. Click Upload.

All of the users that are synced from Salesforce through Salesforce Connector are marked as Active, by default, in the User Management page. For more information, refer to the Salesforce Connector User Sync job article.

Add Users through a CSV File

To add user records into the Gainsight User object through a CSV file:

  1. Navigate to Administration > User Management.
  2. Click Add Users and select Add User from CSV.

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Upload CSV

To upload users, using CSV file:

  1. In the Upload CSV section, click BROWSE FILES to select a source CSV file from the local machine and to upload or drag the CSV file and drop in the Browse window.
  2. Select UserInformation.csv file to upload. Make sure that the CSV file has headers and is no more than 1 MB. The same CSV file headers are used for field mapping with User object fields in the Field Mapping Section.

Note: Ensure that the CSV file name does not have any spaces.

  1. CSV Properties: Select appropriate CSV Properties. Recommended CSV properties:
  • Character Encoding: UTF-8
  • Quote Char: “ (Double Quote)
  • Field Separator: , (Comma)
  • Header Line: 1 (Mandatory)
  • Escape Character: Backslash
  • Multi Select Separator: Semicolon


  • User Management page always supports the files which are encoded with UTF-8 only.
  • User should use the same separator for field values in the job configuration which is used in the CSV file to upload. By default , (comma) is selected as the separator for field values but users can change it as required.
  • Quote Character is used to import a value (along with special characters) specified in the Quotation while importing data. It is recommended to use the same Quote Character in the job configuration which is used in the CSV file to upload. By default, Double Quote is selected in the job configuration but users can change to Single Quote as required.
  • Escape character is used to include special character in the value. By default, Backslash is used as Escape Character before special character in the value. It is recommended to use Backslash in CSV file to avoid any discrepancy in the data after loading.
  • Multi select separator is a separator for multiple items in a multi select dropdown list field. Users should use the same separator in the job configuration which is used in the CSV file to upload. By default ; (Semicolon) is selected as the separator for the multi select dropdown list items but users can change it as required.
  • You cannot ingest values into the Timezone and Is Super Admin fields through a CSV file.
  1. Click Continue.

Add User from CSV.gif

Field Mapping

To configure the field mapping section:

  1. In the Mapping section, map Source Fields with Target Fields appropriately.
    Note: By default, the IsActive field is set to True, if you do not specify any value for this field in your CSV file. When the IsActive field is set to True, the user is marked as Active. 
  2. Select a GSID type target field to apply derived mappings. The derived mappings can be either Self Lookup or Direct Lookup.

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  1. Select Compound Field Mapping lookup from the dropdown.

    This is to lookup to the same or another standard object and match fields to fetch Gainsight ID (GSID) from the looked up object and populate it in the target field. Derived mappings can be performed only for target fields of GSID data type. There are two types of lookups: Direct and Self. Direct lookup enables admins to lookup to another Gainsight standard object and fetch GSID of a record from the lookup object. Self lookup enables admins to lookup to the same standard object and fetch GSID of another record to the target field. For more information, refer to the Data Import Lookup article.

    You can apply two types of derived mappings:
  • Company ID: Derived Mapping is mandatory to ingest Company ID from the standard object Company using Direct import lookup. This is to lookup to the Company object and match fields between CSV headers and the Company object to fetch Gainsight ID (GSID) from the Company object into the Company ID field. Similarly, you can load values into other GSID fields using direct lookup.
  • Manager: You can apply self lookup to load GSID of another user record into this field. Similarly, you can load values into other GSID fields using self lookup.
  1. Apply configuration in the Data import lookup configuration window as shown below:
    1. Source Object: Select the lookup object. If the target field is selected as Manager, you cannot change the object from User
    2. Match by Source: Select a CSV Header from the dropdown.
    3. Match by Target: Select a field from the lookup object selected above.
    4. Select the appropriate options for When Multiple Matches Occur and When No Matches Are Found.
    5. Click Save.
  2. If you want to apply self-lookup derived mappings using CSV header:
    1. Create two CSV headers with same data.
    2. Create one custom field in the User object.
    3. Use one CSV header for field mapping with custom field.
    4. Use another CSV header for matching field with the custom field. This populates GSID from another user record into the target field.

Following image shows the self lookup configuration to populate Company ID:


  1. Click Continue.

Add Users

All new users are listed in this section. To configure adding these new users:

  1. Select the required new user records.

  2. (Optional) Select the required permissions from the dropdown to apply these permissions to the selected users.

  3. (Optional) select Send email to all users to send welcome email to the selected users.

  4. Click Done.


  • All user records in the csv file are resolved with records in the User object using usernames and new users are displayed.

  • If the username of the two users in the CSV file are same, any one of them is ingested.

If there are many user records to ingest, Select all users in this page checkbox and deselect the records which are not required to be ingested.


Add User from External Systems

To add users from external systems:

  1. Navigate to Administration > User Management.
  2. Click Add Users and select Add User from External Systems.


  1. Select Connection Type from the dropdown (Ex: Slack, etc.).
  2. Select a Connection in the connection type from the dropdown.


  1. Click Load Users. This operation takes some time to load all users from the selected external system.
  2. Click Save.

Note: Support of syncing profile pictures for Salesforce users to Gainsight users through Salesforce Connector is not available now but will be supported soon.

Options in the Users List

You can filter user records by using All users dropdown menu. You can filter the following different types of users:

  • All users
  • Active users
  • Inactive users
  • Users specific to External Connection Type (Ex: Slack) > Connection. This filters and loads all of the users which are ingested from a specific Connection Type > Connection.

User list.png

Grant Sally Access

You can grant Sally access to the users loaded from a specific Slack connection:

  1. Select Slack type and a specific connection from the dropdown in the top left of the page.
  2. Select the required users.
  3. Select Enable Sally Access as shown below.


Advance Filters 

To apply the advance filters:

  1. Click the Add filters button. You can select any field from the User object and an operator for the respective fields.
  2. Click + to add multiple filters and click APPLY
  3. Add operators like AND and OR between the filters while applying the filters. 
  4. Click APPLY. Applying filters will fetch the users list as per the requirement.
  5. Click the Refresh button to remove the applied filters. This displays all user records from the User Management page.


Search Box 

You can enter the value of a Name or Email in the search box. When you try to search users using the Search box, the search is applied on all of the records instead of just the filtered records. You can apply filters on the fetched user list using the Search box.


Display User Attributes

You can select the required User fields from the dropdown to display them on the user list page.


Configuration Changes to Bulk Users

You can Mark Users Active, Mark Users Inactive for multiple users at once. To apply these configurations:

  1. Filter the Active users/Inactive users or users from a specific Connection (Ex: Slack, Salesforce, etc.), using dropdown at the top left of the page.
  2. Select the required users.
  3. Click one of the following options as required:
  • Make Users Active: To mark selected users as Active.
  • Make users Inactive: To mark selected users as Inactive.

Note: You can also perform the above actions for a single user as shown in the Add Users Manually section.


User License Management

Admins can view user license type in the User Management page of Gainsight application. You can filter the users based on license type and create reports of the licensed users in a company. For more information, refer to the User License Management and FAQs articles.

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