Automating Bulk User Assignments using PnP PowerShell

Managing user assignments in SharePoint Online can be a time-consuming task, especially when dealing with bulk user additions, role assignments, and group memberships. PnP PowerShell simplifies these operations by enabling administrators to efficiently assign users in bulk to SharePoint groups, roles, and sites using PowerShell scripts.

Key Operations Covered

Adding multiple users to SharePoint Groups
Assigning bulk users to site permissions (Owners, Members, Visitors)
Bulk assigning users to SharePoint roles
Removing users in bulk from groups
Automating user assignment from a CSV file

Prerequisites

Before executing PowerShell scripts for bulk user assignments, ensure:

PnP PowerShell is installed

Install-Module -Name PnP.PowerShell -Force -AllowClobber

You are connected to SharePoint Online

Connect-PnPOnline -Url "https://yourtenant.sharepoint.com" -Interactive

You have the necessary admin permissions (Site Collection Administrator or higher).

Step 1: Creating a CSV File for Bulk User Assignments

To bulk assign users, create a CSV file (UserAssignments.csv) with the following format:

UserEmail, GroupName, SiteURL, Role
user1@contoso.com, Site Members, https://yourtenant.sharepoint.com/sites/ProjectSite, Edit
user2@contoso.com, Site Owners, https://yourtenant.sharepoint.com/sites/ProjectSite, Full Control
user3@contoso.com, Site Visitors, https://yourtenant.sharepoint.com/sites/ProjectSite, Read

CSV Fields Explained:

UserEmail: Email of the user to be assigned
GroupName: The SharePoint group to which the user will be added
SiteURL: SharePoint site URL where the user will be assigned
Role: Permission role (Read, Edit, Full Control, etc.)

Step 2: Bulk Assign Users to SharePoint Groups

PnP PowerShell Script to Read CSV and Add Users

Save the following script as BulkUserAssignment.ps1

# Connect to SharePoint Online
Connect-PnPOnline -Url "https://yourtenant.sharepoint.com" -Interactive

# Path to CSV file
$csvFilePath = "C:\Path\To\UserAssignments.csv"

# Read CSV file
$users = Import-Csv -Path $csvFilePath

foreach ($user in $users) {
    $siteUrl = $user.SiteURL
    $groupName = $user.GroupName
    $userEmail = $user.UserEmail
    $role = $user.Role

    Write-Host "Processing user: $userEmail for site: $siteUrl in group: $groupName with role: $role"

    # Connect to the specific site
    Connect-PnPOnline -Url $siteUrl -Interactive

    # Add user to the specified SharePoint Group
    Add-PnPUserToGroup -LoginName $userEmail -Group $groupName
    Write-Host "Added $userEmail to group: $groupName"

    # Assign Role to the User (if applicable)
    if ($role -ne "") {
        Set-PnPWebPermission -User $userEmail -AddRole $role
        Write-Host "Assigned role: $role to $userEmail"
    }
}

Write-Host "Bulk User Assignment Completed!" -ForegroundColor Green

How the Script Works:
Reads user details from CSV
Connects to SharePoint Site
Adds the user to the specified SharePoint Group
Assigns permissions (Read, Edit, Full Control)

Step 3: Running the Script

Execute the script in PowerShell:

PowerShell -ExecutionPolicy Bypass -File "C:\Path\To\BulkUserAssignment.ps1"

Successfully assigns users in bulk to SharePoint groups and roles.

Step 4: Bulk Removing Users from SharePoint Groups

If you need to bulk remove users, use this script:

# Connect to SharePoint Online
Connect-PnPOnline -Url "https://yourtenant.sharepoint.com" -Interactive

# Read CSV file
$csvFilePath = "C:\Path\To\UserAssignments.csv"
$users = Import-Csv -Path $csvFilePath

foreach ($user in $users) {
    $siteUrl = $user.SiteURL
    $groupName = $user.GroupName
    $userEmail = $user.UserEmail

    Write-Host "Removing user: $userEmail from group: $groupName on site: $siteUrl"

    # Connect to site
    Connect-PnPOnline -Url $siteUrl -Interactive

    # Remove User from Group
    Remove-PnPUserFromGroup -LoginName $userEmail -Group $groupName
    Write-Host "Removed $userEmail from group: $groupName"
}

Write-Host "Bulk User Removal Completed!" -ForegroundColor Green

This script reads the CSV file and removes users from SharePoint Groups.

Step 5: Automating Bulk User Assignment Using Windows Task Scheduler

To automate bulk user assignment, schedule the script in Task Scheduler:

Steps to Automate:

1️⃣ Open Task Scheduler
2️⃣ Click Create Basic Task
3️⃣ Set a daily/weekly schedule
4️⃣ Choose Start a Program and enter:

-ExecutionPolicy Bypass -File "C:\Path\To\BulkUserAssignment.ps1"

5️⃣ Click Finish

Ensures automated user assignments at regular intervals.

Step 6: Verifying User Assignments

After execution, verify assignments using:

List Users in a Group

Get-PnPGroupMembers -Group "Site Members"

List All SharePoint Groups

Get-PnPGroup

Check User Permissions

Get-PnPUser -LoginName "user1@contoso.com"

Ensures all users are correctly assigned.

Troubleshooting Common Issues

1. User Not Added to Group?

Ensure the group name is correct in the CSV.
Check user exists in Microsoft 365.

2. Permission Issues?

Run PowerShell as Administrator.
Ensure you have Site Collection Admin rights.

3. CSV Not Reading Properly?

Open CSV in Notepad to check for extra spaces or special characters.