---
title: "Preparing Your CSV File"
date: 2026-04-04
author: "Bojan Josifoski"
url: https://samplehq.io/support/preparing-your-csv-file/
description: "A well-formatted CSV file is essential for a smooth import. The required columns differ depending on whether you are importing samples or users. File format Use CSV (comma-separated values) format."
---

# Preparing Your CSV File

A well-formatted CSV file is essential for a smooth import. The required columns differ depending on whether you are importing samples or users.

## File format

- Use CSV (comma-separated values) format.

- The first row must be column headers.

- Use UTF-8 encoding to support special characters.

## Importing samples

At minimum, each row needs a sample title. Other fields are optional but recommended:

- Title (required)

- SKU

- Description

- Category

- Image URL (if you want to import product images)

- Custom field values (use the field name as the column header)

## Importing users

Each row represents a team member to add to your workspace:

- Email (required)

- First Name

- Last Name

- Role (Owner, Manager, Sales, or Fulfillment)

Imported users receive an invitation email to set up their account, the same as if you added them manually.

## Common formatting tips

- Wrap text containing commas in double quotes.

- For multiple categories per sample, separate them with a delimiter (e.g., pipe character).

- Image URLs should be publicly accessible so SampleHQ can download them.

- Keep the file under a reasonable size for best performance.