Import users from an Excel or CSV file to add new users and update existing users in Learn:Go. The import deletes users who are not in your file only when you tick Syncronize Users.
Before you start
To import users you need two permissions: "Allows you to edit User details like Profile fields" and "Allows you to create Users". These are the default roles with this permission: Organisation Admin and User Manager. If your organisation uses custom roles, yours may grant more or less than this.
Your organisation also needs user management in Learn:Go switched on. Only Learn:Go support can switch it on or off, so contact support.
Open the import page
Open the import page from the user list.
Select Users in the navigation.
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Select Import Users on the user list.
The page "Bulk Add/Enroll via Upload" opens. The file adds and updates user accounts only. It cannot enrol people in groups or learning experiences.
Prepare your spreadsheet
Start from the template so that your column names match the fields in Learn:Go. On the import page, select Download the user import template.
The template has these columns:
- Username
- First Name
- Last Name
- Location
- Language Code
- Timezone
- Organisation Reference
- Function
- Tags
- Expires At
If your organisation uses single sign-on, the template also has SSO Ident. The file needs at least one row of data after the header row.
Fill in one row for each person. The file needs a header row and at least one row of data. Each new person needs a valid Email, and their Username must not belong to another account.
A new person gets your organisation's language when the file has none. You can add a Password column yourself if you want to set first passwords. The template does not include one.
Upload your spreadsheet
Upload an Excel or CSV file from the import page.
- Select the file box and choose your file.
- Select Upload.
The page asks you to match the columns of your file to fields in Learn:Go.
Match the columns
After the upload, Learn:Go lists every column of your file. For each column, choose the field that holds its data.
- Check the field that Learn:Go preselected in Field for each column.
- Change a field where needed.
- Choose ~ Ignore for a column that you do not want to import.
- Select Submit.
The preselection comes from the column name. The list shows a sample value in "Actual data" so that you can check each choice.
Choose each field for one column only. Choose Username, or SSO Ident if your organisation uses it, or Email, so that Learn:Go can tell people apart. After you select Submit, a preview opens.
Delete users who are not in the file
Tick Syncronize Users on the mapping page to make the user list match your file. A removed account is hidden rather than erased, so support can restore it.
Warning
The page warns: "WARNING: When Synchronize Users is checked, uploading a CSV file will DELETE all existing users not present in the CSV. Only check this box if you want to OVERWRITE the current user list with the user list in the CSV. Leave unchecked to add new and update existing users from the CSV without deleting existing users." If no row of your file matches an existing user, the list holds every user of your organisation.
Leave the box empty to add new users and update existing users only. Nobody is deleted until you confirm the deletion in the preview.
Review the preview
The preview shows what the import will do. Learn:Go has not saved anything yet.
The preview can have up to four tables:
| Table | What it does |
|---|---|
| "Errors" | Lists rows that cannot be imported, with the row number and the reason. |
| "The following new users will be created" | Lists people who do not have an account yet. |
| "The following existing users will be updated" | Lists people who already have an account. |
| "The following existing users will be deleted" | Appears only if you ticked Syncronize Users and users would be deleted. |
Learn:Go finds an existing person by Username. Without a Username column, it uses SSO Ident or Email. To see the column choices again, select Click to review imported fields.
To keep a copy of a table, select Export CSV on that table. Your browser downloads the rows of the table as a CSV file. The "Errors" table has no Export CSV button.
Confirm the import
Confirm each table of the preview that you want to apply.
- Check the rows in the table.
- Select Confirm Changes.
- Repeat for each other table that you want to apply.
Each button saves all rows of its table, including rows on other pages. A green message tells you what happened: "Added <number> user(s)", "Edited <number> user(s)" or "Deleted <number> user(s)". The button then disappears. If a row fails on save, a red message shows the reason.
Learn:Go does not email the people that the import creates. Tell them, and give them a way to sign in. If your file has a Password column, their first password is the one in the file. For other ways to give a person a first password, see Add or edit a user.
Troubleshooting
If you do not see Import Users, your role does not have permission to import users, or user management in Learn:Go is switched off for your organisation. Contact support.
If you see "You must select a file to upload", choose a file in the file box and select Upload again.
If you see "File is invalid", upload the file again. Use an Excel or CSV file.
If you see "The CSV must have at least two rows (header and data)", add a header row and at least one row of data to your file. Then upload it again.
If you see "No identifying field chosen (username, email, sso_id)", choose Username, Email or SSO Ident for one of your columns. Then select Submit again.
If you see "Only pick each field once", choose each field for one column only. Set the other column to ~ Ignore.
If you see "Error - File import failed." after a step, start again from the import page. Upload your file again.
If a row is in the "Errors" table, fix that row in your file and upload the file again. For example, "This username is not available or has already been registered" means that another account uses that username.
If a row shows "The email field is required.", add a valid email address for that person. Then upload the file again.
If a row shows an invalid date message, write the date in one of the formats that the message lists.
If a row shows "Invalid value <value> for field <field>", use one of the allowed values that the message lists.