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How to Create and Update Users in Bulk
This guide provides step-by-step instructions on:
How to Import Users in Bulk
1. Click your User Avatar in the top right
2. Select Administer from the dropdown menu
3. Select the Users Tab
4. Click the Ellipsis button
5. Select Import from the dropdown menu that appears
6. Select the "Click here to download sample csv file" option on the Upload file screen that appears\
7. Copy and paste data into the respective fields within the spreadsheet
See here for the Bulk User File Format instructions.
8. Save your file as a "CSV".
9. In the portal, on the Upload File screen , click the file button to browse your
computer for the file (or drag and drop the file onto the window).
10. You will see a preview of the information, here you can double check that the information is correct.
11. Click Import
Example file format
Please see the below video demonstration:
How to Update Users in Bulk
There are various reasons you might want to update users in bulk, for example you may want to update the status of users from inactive to active, or to change which groups they belong to or give them additional access roles like Content Administrator. The following instructions provide guidance on how to perform the above tasks.
Important Note: You should not update users emails using this feature as this will create a new account for them, For instructions on how to update users' emails please visit this guide.
To Update Users in Bulk:
1. Click your User Avatar in the top right
2. Select Administer from the dropdown menu
3. Select the Users Tab
Please Note: It is easiest if you export your entire user list first with the appropriate columns and then copy/paste the information into a new spreadsheet before updating the data. Steps 4 - 14 show you how to do this.
4. Click the Config button
5. Tick the checkbox next to:
First Name
Last Name
Roles
Status
Created
Last Access
Groups
Employee ID
Accreditation Number
6. Click Apply and your table should now be configured to display all of the above selections
7. Tick the top checkbox to select all Users
8. Click the Export as CSV button
9. Click Export in the Export Items screen that appears
10. Click Download and this will download your CSV file
11. Click the Ellipsis button
12. Select Import from the dropdown menu that appears
13. Select the "Click here to download sample csv file" option on the Upload file screen that appears
14. Copy the data from the CSV file downloaded in step 10 and paste it into the respective fields within the spreadsheet
These are the headings that are in the CSV file
See here for the Bulk Upload File Format requirements.
15. Update the information that you want to edit, below are some of the changes you may wish to make with instructions on how to make these changes
a) If you want to edit the status of learners change the number in the Status column
A common update is making a groups of users inactive. To do this, put the number 0 in the Status column. Conversely, to make users active change the number to 1.
1 = Active
0 = Inactive
b) If you want to edit the role of a learner type in the role you want to assign them in the Roles column
Important Note: If you want to add multiple roles for one learner you will need to insert the pipe symbol | between roles. To do so hold the shift key and press the backwards slash key which should be beneath your backspace key. See example image below, where a learner has been assigned the roles of Manager, Learner and Content Administrator.
c) If you want to add a learner to a different group you will need to locate the number of that group in your CompliLearn portal. To do so:
Note: You can now bulk add users to Groups from the User list without a bulk upload spreadsheet
i. Return to your Administer screen
ii. Select the Groups tab
iii. Click the Config button
iv. Check the box next to Id
v. Click Apply
vi. Copy the Id number next to the group that you want to move your learner into
vii. Paste the Id number in the Groups column of your spreadsheet
Important Note: if the learner has multiple group numbers in the Group column it is imperative that a pipe symbol | is used between the Group Id numbers. To do so hold the shift key and press the backwards slash key which should be beneath your backspace key. See example image below, where a learner has been assigned to two different groups.
16. Save your spreadsheet to your desktop once you have made the relevant changes and now you can upload it to CompliLearn.
To upload the CSV to CompliLearn:
17. Click your User Avatar in the top right
18. Select Administer from the dropdown menu
19. Select the Users Tab
20. Click the Ellipsis button
21. Select Import from the dropdown menu that appears
22. On the Upload File screen , click the file button to browse your
computer for the file (or drag and drop the file onto the window).
23. You will see a preview of the information, here you can double check that the information is correct.
24. Click Import
Your changes should now be reflected in CompliLearn.
Notes/Tips:
- Essential information to add to the spreadsheet when updating any information: Email address
- When you add email addresses to the import spreadsheet, please double-check that there are no typos in the email addresses before importing.
- If more than two values are required per cell, a pipe symbol is required to separate out the values, not a comma. This is the pipe symbol: |
- Before importing, check if your notifications are switched on or not.
- Adding anyone into a group will automatically assign them any learning assigned to that group. Your learners will get notifications of this if your notifications are switched on.
- If your notifications are on and so is the 'Learner is added to the portal' notification, upon import your learners will receive a Welcome email notification with instructions on what to do next. This may include setting a password. This notification can be tailored.