Add members and upload your roster
Do this first. Nearly everything else EpicHire does for your club gets better with more of your club on it - your points, your level, how many employers you can reach, and how much a company sees when it looks at your resume book. You can upload a spreadsheet and invite your whole roster in one pass.
Who can do this
Roster upload and adding members both need the Manage Members permission, which any officer role can hold. A regular member won't see the Add button at all. See Roles and permissions.
Prepare your roster file
One member per row. First name, last name and email are required; phone is optional. You don't have to match a template or reorder columns - EpicHire reads your file with AI and works out which column is which, so the export you already have from your university or your own spreadsheet will usually just work, whatever order its columns happen to be in.
Include your whole roster, existing members and all. Every row is matched by email, so anyone who already has an EpicHire account joins your club right away with no second account, and anyone already in your club is left exactly as they are. You don't have to work out who's already on here before you upload.
| First name | Last name | Phone | |
|---|---|---|---|
| Avery | Chen | avery@example.edu | (555) 201-0142 |
| Jordan | Lewis | jordan@example.edu | |
| Sam | Patel | sam@example.edu | (555) 601-2278 |
Uploading a roster confirms you're an authorized officer of the organization and that these members may be contacted by EpicHire by email - or by SMS where you supplied a phone number. Members can reply STOP to opt out of texts.
On the iOS app
1. Open Members
Open your club, tap Members, then tap Add.
2. Upload your roster
Choose the roster upload option and pick your file. You can also add people one at a time by typing their name and email.
3. Check the parsed rows
Your file comes back as an editable list. Fix anything that came through wrong and delete rows you don't want before you send.
4. Set a role and send
Pick the role everyone in this batch should get - or set it per row - then tap Add members.
On a web browser
This one is genuinely easier on a laptop - you can drag your spreadsheet straight in and edit a long list of rows comfortably.
1. Open Members and click Add
At app.epichire.com, open your club and click Members in the sidebar, then Add. You get three ways in: Upload Roster, Get Invite Link and Add Manually.
2. Upload or drag in your file
The Upload your roster dialog shows an example of the format. Click Upload File, or drag your spreadsheet onto the dialog.
3. Review the rows
Every row lands in an editable table. Correct anything that came through wrong, and delete rows you don't want. You can keep adding people by hand here too.
4. Set roles, then send
Use the Role column to pick a role - per person, or from the column header to set one for every row at once. Then click Add members.
5. Watch who joins
Back on Members, anyone who hasn't signed up yet is grouped under Pending Members with a count - "email invites were sent, they'll be added when they sign up". As they accept, they move out of pending and into your real member list.
Invite links and codes
Roster upload is for people whose emails you have. For everyone else - a rush table, a GroupMe, a slide at the end of a meeting - use an invite link instead.
- A link carries a role
- Each invite code is tied to a role, so everyone who joins through it lands with that role already applied. Make a separate link for new members and for your exec team rather than fixing roles afterwards.
- You can see who used it
- Every code lists the members who joined through it, so you can tell which recruiting channel actually worked.
- Codes expire
- You set an expiry when you create one, and codes are valid for at least 30 days. You can delete a code early to kill the link.
- Recruitment codes get a graphic
- Mark a code as belonging to a recruitment season and EpicHire generates a rush graphic carrying its QR code - something you can actually post or print.
What happens after you send
- People already on EpicHire join now
- If someone in your roster already has an account, they're added to the club immediately and notified - they don't have to accept anything.
- Everyone else becomes pending
- People without an account get an invite email and sit in Pending Members until they sign up. They keep the role you assigned when they do.
- You can't grant a role above your own
- Roles are rank-checked. A batch that asks for a role you aren't allowed to hand out is rejected as a whole rather than half-applied, so you never end up with a partially imported roster.
- We keep reminding them so you don't have to
- Anyone still pending is emailed again at 3, 7, 14, 28 and 56 days after you added them. The moment they sign up they stop being pending, so the reminders stop with them - you never have to chase anybody by hand, and nobody who already joined keeps getting nagged.
- And we'll remind you if the roster stays empty
- Separately, if your club still has three or fewer members ten days after it started, everyone with Manage Members gets a nudge to add the rest - and again at thirty days if it still hasn't grown.
- Removing a pending member
- Open a pending member and remove them - useful for typo'd emails and people who graduated. This withdraws the invite.
- Each new member is worth points
- A member joining earns your club 10 points, and an officer 50. A 100-person roster upload is a meaningful step toward Silver on its own.
Still need help?
If your roster file won't import cleanly, use Report Problem in the import dialog - it sends us the file details directly. You can also email support@epichire.com.