Summary
Admins can run a batch upload from a Comma Separated Value (CSV) file. Create or invite new learners and update user data from CSVs.
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. After a successful upload, you need to edit some accounts to change them to Manager, Instructor or Administrator.
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, 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.
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 and group_sync
assign_groups: this column's data assigns users to different groups, or multiple groups. 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: this 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.
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
- 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.
- 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: