Make a smooth transition to the LearnUpon platform
Move learner records with a minimum of fuss, so they are easy to pick up and carry on. Keep your enrollment histories together with current courses.
Availability: all customers
Contact your Implementation Consultant or Customer Success Manager to discuss.
To make this transition happen, you need to prepare your enrollment data for the move.
Alongside this document, LearnUpon provides a template for you to indicate the data you want to migrate.
Overview: enrollment history migration to LearnUpon
Moving your enrollment history from another LMS to LearnUpon keeps all your learners' training history together on a single platform. Your Implementation Consultant or Customer Success Manager works with you to make sure you can access the LearnUpon migration tool to process your data.
Plan the migration with LearnUpon
Your Implementation Consultant or Customer Success Manager turns on the migration tool, and advises you about preparation steps.
Prepare the data
Pull your enrollment histories and prepare them for uploading to LearnUpon using the template provided.
Run the training history migration tool
You run this tool in your portal with your Implementation Consultant, Customer Success Manager, or a Support team member. This tool lets you:
- upload your data
- validates your data, aka checks to make sure all the data is correctly formatted and accessible to the LearnUpon databases
- add the enrollment histories to LearnUpon’s live or archived data
- check for errors that LearnUpon encountered during upload
Rolling back a migration: contact the team
If required, you can undo an enrollment history migration, within 7 days of the initial migration.
Contact your Implementation Consultant, Customer Success Manager, or the Support team to walk through the process, and review running the migration again.
Migrating data: required preparation steps
LearnUpon views your course completion data and identifies it as in one of two states: Live or Archived.
Live data
Live data migrates into the application, is available from the dashboard screens, and is available for reports. You can access it the same way you access any new data you create after your migration.
Live data includes:
- any enrollments completed within the past 2 years, from the date of file import
- any enrollments with Not Started or In Progress statuses
Archived data
Archived data - records of past courses for your users, sometimes called historic data - migrates into the application, in a separate (non-live) data store. This completion data is only accessible for reporting purposes. For learners, this data is accessible in their training history downloads.
These records don't contribute to users' Courses Completed shown on their dashboard, and don't generate new badges in LearnUpon.
Admins access archived data from the Reports page, using Training History option. See the screenshot example that follows.
LearnUpon enables the Training History option on request. If you cannot see the option, contact the Support team to enable it for you.
Archived data includes:
- enrollments with completion dates from more than 2 years ago. For example, if you migrate data in January 2025, any completion data that is older than January 2023 is archived.
- of those courses from more than 2 years ago, Completed course enrollments only
Archived data: conditions to consider
Archived data is retrievable but is subject to some limitations. Your LearnUpon advisors can help you plan to manage your archived data, to reflect your learners' historic courses accurately.
- Recertification rules do not apply to archived data. In particular, if your recertification period is longer than 2 years, the rules do not "pick up" past courses in the archive.
- Learning Path enrollments do not include archived data. For example, if a learner completed courses more than 2 years ago, then these completions would not be recorded in Learning Path enrollments. This condition implies the learner will need to complete the courses again in the “live” system.
Enrollment statuses
When LearnUpon migrates your data, the application sets the overall enrollment status only. The application draws the setting for each user enrollment from your migration CSV file.
LearnUpon does not migrate statuses for modules (units within a course) or learning paths (a training sequence made up of courses).
Options of the overall enrollment status include:
- Not Started
- In Progress
- Completed
- Passed
- Failed
LearnUpon sets the status of most modules within each course enrollment to Not Completed.
Historic instructor-led training modules (ILTs) take the course status
For historic instructor-led training, LearnUpon recommends setting up courses to contain the learner registrations and completions, as the vital information for your training records.
LearnUpon sets these container or "shell" course statuses based on the status of your legacy course, rather than the status of the individual ILT session.
These migration statuses ensure you don't take up time, effort and course capacity by re-enrolling learners on sessions they’ve already completed.
Note: discuss these historic ILTs with your Implementation Consultant to understand how they affect your reports.
Enrollment status types, in detail
Completed, Passed, or Failed (the "completed" statuses): apply only where an enrollment is fully complete, with no sections of the course still In Progress.
- Completed: applies where an enrollment does not contain an overall number score. Used for a course with no exam modules, where completed is a successful course result
- Passed or Failed: applies where an enrollment does contain an overall number score. Used for a course which contains exam modules, which a learner passed or failed
For migration:
- ensure that any enrollments that carry a score have an enrollment status of only Passed or Failed. A Completed status alone will result in the file being rejected
- have no more than one non-completed status per user per course. For example, a user cannot enroll on a course twice, and have both Not Started and In Progress statuses on the course. If this happens in your file, LearnUpon processes the first row and skips the second row
Certificates, credits and gamification
For migration, you need to create and import the required certificates and link to the appropriate courses within LearnUpon.
By default, only one certificate is awarded, where you are migrating awards. Courses cannot have more than one certificate associated with them. Only course data with a completed or passed status is awarded a certificate.
Warning: ensure that your certificate expiry rule is not set, (recommended option) or: if you typically re-enroll users automatically after expiry, mark your calendar for the re-enroll date. Make sure that the content in the course is ready for them.
Any migrated data, that is awarded your certificates, is included in the automatic re-enrollment rules. Migrations with multiple completions for the same learner and course creates multiple enrollments for that learner if you enable recertification rules.
Enable any credits for your courses that you award. Any enrollments migrated as completed or passed automatically receive these credits.
Add any gamification badges to your courses which you want awarded. If you use gamification, tell LearnUpon before you start migration. Badges and points cannot be awarded retrospectively after migration is complete.
Enrollment dates and times: format for success
For migration, LearnUpon requires you provide your enrollment dates as d/m/yyyy: day and month value zero-padding is optional.
In other words, use one of these day-month-year date formats. See March 1st 2023 example:
- dd/mm/yyyy, or 01/03/2023
- d/m/yyyy, or 1/3/2023
- d/mm/yyyy, or 1/03/2023
- dd/m/yyyy, or 01/3/2023
For migration purposes LearnUpon sets a couple of default times, to minimize the disruption to the dates of your courses:
- the course created at time is set to 00.00:00 on the date you provide
- the course completion time is set to 11.00:00 UTC (sometimes called GMT) on the date you provide
For most customers, the course date stays the same. Customers in the Pacific Islands may need to offset by one day, to ensure the migrated course date is accurate.
Tip: check with an online time and date calculator to see if you need to adjust your course dates.
LearnUpon is not responsible for content outside this site.
If you need to change your dates, make date changes in a series of steps:
- Adjust to a day-month-year format such as dd/mm/yyyy, as widely used in the UK. March 1st is written as 01/03/2023
- If your local timezone is several hours ahead of UTC, you likely want to roll back a day on your date
- Remove timestamps or times in your date columns, and provide date only
If you have any doubts about the format of your enrollment dates, let your LearnUpon Implementation Consultant or Success manager know: they'll be glad to help.
Enrollment date sequencing
Tip: provide Enrollment Completion date only.
For migration, only the Enrollment Completion date is required for a course. Enrollment Created and Enrollment Started dates are optional.
If you include the dates for Enrollment Created, Enrollment Started and Enrollment Completion they must appear in the correct date order. Incorrect date sequencing will block your migration import, until you correct the source file.
Disable course reminders, to avoid surprise emails
As part of the migration script, LearnUpon temporarily disables course enrollment emails and course completion emails, so you do not unintentionally enroll users on courses from their course history.
When you prepare courses for migration, LearnUpon advises you to disable all reminder notifications on all courses. LearnUpon supports 4 types of reminders:
- enrollment reminders
- due date reminders
- overdue reminders
- ILT reminders
This is a precaution, to prevent an admin unintentionally enabling reminders, and sending inaccurate emails during your migration process.
Avoid duplicating existing enrollments (aka I’ve already created some enrollments for my learners…)
It is perfectly OK to create enrollments.
Be aware: LearnUpon's migration creates the enrollments you supply in your file. The migration does not update your existing enrollments, but sits alongside them.
To avoid duplication of enrollments, either:
- remove duplicate enrollments from your file
OR
- unenroll your learner from these enrollments prior to the migration
Migrating licensed courses
You can migrate enrollment history for licensed courses, no problem. Licensed courses are potentially limited by the number of enrollments you can create under that course/license. Make sure there are enough enrollments available for that course before proceeding with the migration.
Note: if you migrate records to a licensed course, you need enough licenses available for the migrated records. Those records count towards "licenses used" for that course.