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 |
| 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 |
| Standard version | decimal | between 1.0 and 99.9 |
| 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
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
- Programme (name)
- Programme start date
- Programme end date
- Programme
- Employment status
- EDRS
- Job title
- Employment start date
- Weekly hours
- In cases where the Employer Name field is populated, note the following:
- The Employer contact email field must also be populated. If the Employer Name field is populated, but the Employer contact email field is not populated, this results in the Manager field getting reset.
- The Employer mentor email field must also be populated. If the Employer Name field is populated, but the Employer mentor email field is not populated, this results in the Mentor field getting reset.
- 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 fields listed above, any other fields uploaded as blank on the CSV upload spreadsheet do not have an impact on overwriting existing system data.