Although the process is referred to as a "bulk" upload, the user upload file can be used to both create or update one or a hundred and one user records.
Note: When a User is created in the portal they will automatically receive a system generated 'Welcome' Email (if turned on). See CompliLearn Optional Automated Notifications for more information.
How to Bulk Create Users
Step-by-Step Guide
Go to Administer>Users
Click the ... (three-dot) button next to the +Create button
Select Import
The Import User pop up screen displays. In the bottom left hand corner is the option to download a sample CSV file. Although the template rarely changes, we recommend that you download this template each time to ensure that you have the correct data columns
Using the guide below, copy and paste data into the respective fields within the spreadsheet.
- Save your file as a "CSV".
- In the portal, on the Upload User popup window, click the file button to browse your computer for the file (or drag and drop the file onto the window).
- Use the preview to check the information is correct.
- Click Import.
Bulk Upload File Format
The bulk upload file is a CSV file with the following headings. Headings are case sensitive and must be the order shown.
First Name | Last Name | Status | Roles | Manager | Group | Employee ID |
Email: This is the unique identifier in the portal. If an email address does not already exist in the portal, a new account will be created. Email addresses must be valid and current. Note: any new email address creates a new account so a mis-spelt email in the CSV will create a new user. Be aware: if you are using, or plan to use, single sign on you must obtain your email addresses from your Active Directory. Please see SSO Auto Provisioning on Login Options for more information. First Name: The first name of a learner. We recommend avoiding initials to assist in reporting. Last Name: The last name of a learner. Status: In the bulk upload the status is indicated by:
Note: users should not be created as inactive. Existing users can be set to inactive using the bulk upload. Roles: All staff should be listed as “Learner”. Additional roles (Content administrator, Manager) should be separated with a vertical line (i.e. | ) . Roles are case sensitive. See Roles for more details about each role. This is an overwrite field so care should be taken not to inadvertently change user roles. Manager: If assigning manager(s) in the bulk upload file:
Groups: If assigning group(s) in the bulk upload file:
Employee ID: This is an optional field that you can use for cross-referencing with other systems you may use (e.g. HR or Staff Information Systems). The field has no limitations (e.g. can use letters, numbers or other characters). Vertical line ( | ) - this symbol is usually located above the Enter key on your keyboard. Ensure there are no spaces either side of the line, e.g. 123|456 not 123 | 456. |
We strongly recommend that a copy of each bulk upload file is saved for your records. This enables easy tracing of any issues that may arise with your users.
Updating User Information
The bulk upload can be used to update information for users already in the system. The table below shows how new information (i.e. different information to that already in the system) and blank cells are treated by the upload file.
Field | New information | Blank cells |
Creates a new account | Cannot be left blank | |
First name | Replaces existing information | Cannot be left blank |
Last name | Replaces existing information | Cannot be left blank |
Status | Replaces existing information | Sets user to inactive |
Roles | Replaces existing information | Leaves existing data |
Manager | Replaces existing information | Leaves existing data |
Groups | Adds without changing existing information | Leaves existing data |
Employee ID | Replaces existing information | Leaves existing data |
Bulk Upload Users
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