Import or update multiple learners using CSV Import

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.

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A popup screen is displayed. 

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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. 

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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.

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Select the Group to assign the learners to.

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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.

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

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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.

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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
      • Programme (name)
      • Programme start date
      • Programme end date
    • Employment status
      • EDRS
      • Job title
      • Employment start date
      • Weekly hours
    • 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.
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