Admins can run a batch upload by CSV
Create or invite new learners and update user data from CSV (comma separated values) files.
Availability: all customers
See Batch user upload: overview and options explained for detailed review of the batch upload options.
When you batch upload users to create accounts, LearnUpon assigns all users the learner user type by default.
Optionally, you can set accounts to user type learner, instructor or manager with the user_type column. For manager user types, you can assign the account to groups with the managed_groups column.
These groups must already exist in the portal. See Create groups, and assign users to groups.
For security reasons, you can't create or update administrator user types through batch upload.
Download an example template
- From main navigation go to Users.
- From the action menu select Batch Upload.
- Optionally: select a Separator character. The default separator is a comma.
- From Select your user data file, choose download an example file.
LearnUpon provides a download link to a CSV file, which you can open in a spreadsheet.
Tip: set all your CSV files to UTF-8 encoding for best results.
LearnUpon recommends UTF-8 character encoding when creating and saving batch uploads. Your uploaded file is more likely to import cleanly when encoded in UTF-8, rather than ISO or equivalent formats.
Prepare your CSV file
The template file contains column titles like email, firstname and lastname. Don't change the column titles: the application needs these titles to recognize the data.
- Delete the sample data, and replace it with your data.
- The template file contains a notes section about how to populate your file. Delete this text before uploading the file.
- After you enter your data in the CSV file, save it locally to ready for upload.
The following screenshot shows the top of the example template.
Required columns:
- email: the unique identifier for the portal
- password: when creating new users you must provide an initial password
When inviting users, delete the password column: new users set their own passwords when they accept the invite.
All other columns are optional, but you may need them for additional actions like assigning groups.
Review the example CSV, column by column
Typically, the example CSV file contains the following columns. The columns can vary, if you have set up custom user data fields. See Custom user data: set up custom fields.
email: required as the unique identifier LearnUpon uses to distinguish users in the application
firstname, lastname: optional
password: required for creating users, delete the column if you are inviting users
expires: optional. Set a date when the user's access to LearnUpon runs out. When a user's account expires, they get an error message when trying to log in. The expires column requires the date format mm/dd/yyyy
timezone_id: optional. Leave blank to use the (default) portal timezone. You can set a different timezone for new and updated users. See a sample of timezones listed in the API guide. You do not require access to the API to set timezones through batch user upload.
language_code: optional. Leave blank to use the (default) portal language. Set a language using the codes listed in the API guide. You do not require access to the API to set languages through batch user upload.
user_type: optional. By default, all new accounts are learner accounts. Through batch upload you can set accounts to learner, instructor, or manager. For manager accounts you can assign (existing) groups to manage. See managed_groups.
managed_groups: optional. For manager user types, enter group names. These groups must already exist in the portal: you can't create these groups through batch user upload. Turn on Perform managed groups sync? to confirm that manager user types are assigned to the correct groups, and remove managers from groups as required.
enabled: optional. By default, LearnUpon enables new users. Enter No to disable users: for instance, for someone on leave, to prevent them logging in when they are not at work.
must_change_pass: an optional setting for creating users, where you are providing an initial password. Enter Yes (or 1) to oblige the user to change the initial password at first login.
Note: when a user's account expires, LearnUpon disables their login. This effect is the same as setting the enabled column to No.
An admin can enable a user's login again from the user's profile. To enable a large number of accounts, use a batch upload with the enabled column set to Yes. See Disable a user account, or delete an account.
CSV columns for features
assign_groups
From the interface, you can use Search and select groups to assign to assign all the users a batch to the same group(s). Everyone in the batch is assigned to the groups you select.
The assign_groups column lets you assign users individually to their correct group(s). The group name you enter must match the spelling and spacing of the group name in LearnUpon, or else the batch upload doesn't recognize it, and generates an error.
You can only add users to groups with assign_groups: you cannot remove a user from a group with this column. To change or remove users from groups use group_sync.
Note:
- to add users to more than one group, enter a comma-separated list in the field, like: sales, support, marketing
- if your group name uses a comma, enclose the group names in quotes, like: "sales, Europe", "sales, US", "support", "marketing"
group_sync
The group_sync column works together with Perform user/group upload sync? option in the application interface, to add and remove users from groups. Enter group names as comma-separated list, like for assign_groups.
If group_sync has entries, the application ignores any entries in assign_groups.
Warning: take care when updating existing users who are in groups. If you leave an empty value in group_sync, then the application removes those users from all their groups.
managed_groups
The managed_groups column works with Perform managed groups sync? option in the interface. It reviews users with user_type manager and the list of groups in the managed_groups column, to add or remove the groups assigned to them in managed_groups.
Upload your CSV file
For a basic task of creating new users you need the first 5 steps. If you're using a batch upload to manage group assignments or courses, you set the options in step 6.
- From main navigation go to Users.
- From the Actions menu, select Batch Upload.
- Select Upload File. Find and then select the file you want to upload.
- From Enter the character that separates the data columns in your file, select the separator characters in your file: comma, tab or pipe. If you use the sample CSV file provided, use default comma separator.
- If you are inviting users select Send invites to new users? Default setting is creating users.
- Select the optional settings which apply to this upload:
- To assign the whole batch upload to one or more groups, set Search and select groups to assign, and find the correct group names.
- If you are using the group_sync column in the CSV to add and remove users from groups, select Perform user/group upload sync.
- If you use group_sync to change users' groups, optionally select Perform unenrollments during user/group sync? to unenroll users from any courses when their group changes.
- To assign the whole batch upload to one or more courses, select Enroll users in courses? and search for the courses in the field as required.
- If you assign the batch to a course, you can optionally set Re-enroll completed users? so users stay enrolled on the course.
- If you're synchronizing managers to their assigned groups with managed_groups, select Perform managed groups sync?
- Save to start the upload.
Note: in a single batch upload, you can either assign users to groups, or assign users to courses, through the interface options. You can't set both options in a single batch upload.
The following screenshot shows the 3 interface options used most often in a batch user upload.
A pop-up message confirms that LearnUpon is processing the file.
Batch summary email
The finished file upload triggers a summary email. The summary states if the upload was successful and lists the number of users who were created or invited. It lists errors if the file fails to upload, or if some accounts had errors.
See: