* Import or update multiple learners using CSV Import

James Lett

30 September 2024 14:39

Overview

If you wish to import several learners at a time, for example a cohort, you can create records using a CSV upload. This is available to Administrators who have the Bulk Upload role assigned.

Enrolling learners via CSV import

To start the process first navigate to the Users Overview tile. Now, click Upload Users.

A popup screen is displayed.

Click on the ‘?’ question mark icon on the top right to view the list of available fields that can be created and/or updated using this method. There is also a link to download a sample file that you can use for population. You can use the format in this file to structure your data correctly.

Please note that you have import columns available for entering planned hours; and the programme length, relative to the start date, to give further flexibility.

To view the details of all the available fields, see: Fields in the CSV file.

Back on the popup screen, click Select file to browse for the CSV file. Please note that your file must be saved in CSV format, and must be less than 2 MB in size.

Select the separator, this defaults to a comma.

Select the Group to assign the learners to.

You can decide whether to invite new learners to activate their accounts as part of this import process. If you wish to send invites, keep the Send Invitations checkbox ticked.

Click Upload.

Your file will be uploaded, and you will be presented with a list of all the records that will be imported.

Duplicate record options

After the file upload, the Import users screen is displayed. Here, you are presented with a list of all the records. Potential duplicates are highlighted. You can select whether or not you want to import the duplicate records. To view your options, click on the link in the message column of the duplicate record.

A popup titled Duplicates is displayed. You can choose to either cancel the creation of the user, or to update the existing user.

Make your choice and click Ok.

Back on the Import users screen, click Import to complete the process. You will receive confirmation that the import has been successful. You will also receive an email with the details of the import.

Fields in the CSV file

The CSV file should contain the following columns in exactly the same order:

Column name	type	Details
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 - male, f - female
Case owner	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	string	format: days, weeks, months
NI number	text	up to 256 characters
Min rate of pay		National Minimum Wage OR 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
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

The following fields are mandatory, i.e. should have values in them:

First name
Last name
Email

Tips for ensuring a successful file upload

Do not rename any of the column headers as this will cause an error.
If you are updating records using the CSV upload, there are two sets of fields such that if you upload null values via the CSV upload, they will overwrite existing values in the system (i.e. change them to null):
- Programme
- Employment status
- If you do not intend to change the values of any of these fields, you must not upload blank values in the CSV upload. With the exception of the 7 fields listed above, any other fields uploaded as blank on the CSV upload spreadsheet do not have an impact on overwriting existing system data.