Export User List CSV

Overview

A user list CSV gives you and your team a complete overview of every user in your environment. It helps admins understand seat usage, verify account status, and keep your organization aligned by ensuring the right people have access to the right information.

This export is especially useful for:

• Auditing seat assignments and licensing.
• Reviewing suspended or inactive accounts.
• Supporting governance processes, such as cleaning up unused users.

What a user list CSV includes

A user list CSV includes key information that helps you understand how each account is structured, how it behaves, and whether it is still active.

User identifiers

• User ID
• Primary email
• Full name

Organizational structure

• Organization Unit Path. Examples include:
  • Active Users/Internals.
  • Active Users/Externals.
  • Suspended Users.
  • System accounts.
  • Null (if no Organizational Unit is mapped).

This allows you to trace how users are grouped between your provisioning source and Happeo.

Account status

• Seat assigned
  • True = The user occupies a Happeo seat.
  • False = The user is unseated.
• Suspended
  • True = The user is suspended in Happeo.
  • False = The user is active.

User lifecycle timestamps

• Created: Date and time when the user account was created.
• Last updated: Date and time of the most recent sync or profile update (from Google Workspace or Entra ID).
• Last seen: The most recent time the user interacted with Happeo (for example, opening the platform, navigating, editing a Page, posting, reacting, etc.).

All timestamps in the export are in Coordinated Universal Time (UTC).

User type

• User
• System account (used for automated workflows or technical operations.)

Understanding the “lastSeen” field

The lastSeen value helps you understand user activity so you can keep seat assignments accurate and ensure your organization’s platform reflects real usage.

What “lastSeen” represents

• It shows the most recent timestamp of any activity in Happeo.
• Activity includes opening Happeo, navigating through Pages, using Channels, editing content, and more.

When “lastSeen” shows “unknown”

A user’s lastSeen = unknown when:

• The user has never logged in to Happeo.
• The user logged in more than 180 days (6 months) ago and their login session has expired.

Happeo automatically deletes login sessions older than 180 days, regardless of your configured session length (e.g. 14 days, 24 hours, or 30 days). Once that deletion occurs, the lastSeen value becomes unknown, because Happeo no longer stores that session.

🗒️ Note: The default session length is 14 days, and admins can configure it between 1 hour and 30 days. We recommend a minimum of 24 hours to maintain a good user experience.

“Created”, “lastUpdated”, and “lastSeen” differences

• Created shows when the account was originally provisioned.
• Last updated reflects provisioning source sync events (for example, updated profile data or licensing changes). It does not indicate user activity.
• Last seen indicates the last time the user performed any action inside Happeo.

Governance tip

If your organization reclaims unused seats monthly, export and store a copy of the user list every 2–3 months. This prevents losing lastSeen data due to the 180-day session expiration.

How to export the user list CSV

🔒 Before you begin: You must be an admin.

1. Click your avatar.
2. Select Admin Settings.
3. Open User Management.
4. Use the filter to select the types of users you want to export.
5. Click Export at the right of the search bar.

What each export includes:

• All users: Every account in your environment, regardless of seat, status or type.
• Seated: Every account currently assigned a seat.
• Your provisioning source: Every user account synced from, for example, Google (provisioned users).
• Invited: Every user who was explicitly invited via email and for whom a seat is reserved.
• Awaiting: Active accounts eligible for a seat but currently waiting for one.
• Admins: Every user who holds Admin permissions in your environment.
• Unseated: Active accounts that are eligible for a seat but not currently assigned one.
• Suspended: Accounts that have been temporarily disabled.

🔍 You can read more in our dedicated article: User Types and Statuses.

Best practices for governance and alignment

To help your organization stay aligned and ensure your license usage matches real activity:

• Review seat assignments monthly to reduce unused licenses.
• Use lastSeen, seatAssigned, and suspended together to understand whether a user is both licensed and active.
• Establish clear ownership for user lifecycle management between IT, HR, and team leaders.