Import a list of people to create Learner accounts

Overview

This article explains how to import a list of learners using a CSV (comma-separated values) file and create accounts for them using the classic user interface.

Import a list to create learners

Use this function to import a list of individuals, create their learner accounts, and activate them in Aptem.

1. Sign in to your administrator account.
2. Select the Users Overview tile from the navigation panel.
   
3. Select the Upload users tab. The upload window opens. Select the icon to view the CSV file format requirements.

Your CSV file must contain the following columns in this exact order:

• First name (text, up to 50 characters)
• Last name (text, up to 50 characters)
• Email (text, up to 256 characters)
• Reference number (text, up to 256 characters)
• Group name (text, up to 50 characters)
• DOB (date, format dd/MM/yyyy)
• Mobile (text, valid phone number)
• Address line 1 (text, up to 256 characters)
• Address line 2 (text, up to 256 characters)
• Town (text, up to 50 characters)
• County (text, up to 50 characters)
• Postal code (text, up to 16 characters)
• Gender (character: m for male, f for female)
• NI number (text, up to 256 characters)
• Case owner (text, up to 100 characters)
• Min rate of pay (National Minimum Wage, National Apprenticeship Wage, or National Living Wage)
• Employer name (text, up to 100 characters)
• EDRS (text)
• Employer address line 1 (text, up to 255 characters)
• Employer address line 2 (text, up to 255 characters)
• Employer town (text, up to 255 characters)
• Employer county (text, up to 255 characters)
• Employer postal code (text, up to 16 characters)
• Employer contact first name (text, up to 100 characters)
• Employer contact last name (text, up to 100 characters)
• Employer contact email (text, up to 100 characters)
• Employer contact phone (text, up to 100 characters)
• Employer job title (text, up to 100 characters)
• Employer mentor first name (text, up to 100 characters)
• Employer mentor last name (text, up to 100 characters)
• Employer mentor email (text, up to 100 characters)
• Employer mentor phone (text, up to 100 characters)
• Programme (text, up to 256 characters)
• Programme start date (date, format dd/MM/yyyy)
• Programme end date (date, format dd/MM/yyyy)
• Programme length value (number)
• Programme length unit (days, weeks, or months)
• ULN (text, up to 256 characters)
• Job title (text, up to 256 characters)
• Employment start date (date, format dd/MM/yyyy)
• Weekly hours (number)
• Planned hours (number)

Mandatory fields: First name, Last name, Email. We also recommend including Reference number, Group name, and Programme.

Select the here link in the upload dialog to download a sample Excel file containing all column headings.

4. Populate the file with your learner records. Use one row per person and follow these guidelines:
   • Do not rename any column headers. This will cause the import to fail.
   • Check that email addresses contain no spaces.
   • If the group column is left blank for any learner, they will be added to the group shown on screen.
   • Save the file in CSV format using the desktop version of Excel. CSV export is not supported in the web version.
5. In the Upload users dialog, select your CSV file and choose any additional options you need. If you do not want activation emails sent automatically to new learners, untick Send invitations.

Upload users dialog	Options selected

6. Select Upload. The records in your CSV file are processed and displayed on screen for you to review before accounts are created. See Additional notes for guidance on handling duplicates.
   
7. Select Import to confirm and create the accounts. A confirmation message shows how many records were imported successfully. If Send invitations was ticked, each learner will receive an activation email with a link to set their password.
   
8. Select OK to finish. To review the outcome, select Export results to download a report showing the status of each record. The report will highlight any errors, for example where a name or email address was missing, invalid, or had already been used to create an Aptem account.

Additional notes

Duplicate records

After uploading, the Import users screen displays all records. Potential duplicates are highlighted. Select the link in the message column of a duplicate record to view your options.

The Duplicates panel opens. Choose to either cancel the creation of the new account or update the existing one.

Make your selections and select OK. Back on the Import users screen, select Import to complete the process. You will see a confirmation on screen and receive an email summarising the import.

Tips for a successful upload

• Do not rename any column headers. This will cause the import to fail.

• If you are updating existing records, be aware that uploading a blank value for any of the following fields will overwrite the existing value in Aptem with a blank:

  • Programme name
  • Programme start date
  • Programme end date
  • EDRS (see Glossary for definition)
  • Job title
  • Employment start date
  • Weekly hours

  If you do not intend to change these fields, ensure they are not left blank in your CSV file. All other fields uploaded as blank will not overwrite existing data.