Adding Multiple users (Part 1)- Introduction and tips

Introduction

Login to your portal > Click on Management Console > User Management > 'Upload Multiple Users' functionality enables administrators to:

• download an Excel spreadsheet containing the existing user data in a selected Staff Domain
• download an empty user staff list template Excel spreadsheet
• upload multiple users data at the same time into the E-learning portal

This functionality allows the system to compare the user data contained in the spreadsheet with the existing users’ data in the selected  User Domain, allowing the administrator to generate a Preview of the changes before applying them based on the unique identifier. This will show an overview of:

• Users to be Added – new users listed in the spreadsheet but not in the system
• Users to be Reactivated – users who were Archived in the system but were present in the spreadsheet
• Users to be Updated – users whose attributes do not match the ones set into the system
• Users to be Archived – users not listed in the spreadsheet but existing in the system

Uploading multiple users – the right way

Before uploading the data onto the system, please check that the spreadsheet has all the right information and that it’s in the correct format (.xsl) . Please make sure that there is:

• no spaces in the email address column
• no special characters such as “ ‘ “ (example e.o’connor@email.com)
• no duplicate Unique Identifiers (emails or employee ID) to avoid any system error

Please note that in order to prevent duplicates/system errors:

• all changes in the Unique Identifier should be done manually

(please see TIP for further details)

TIP

Before processing the data feed: keep in mind that if the user’s Unique identifier has changed, the system will identify this as a New User to be Added. E.g. If a user has changed their email address (and this is their unique identifier) then the old account with the wrong email address will show up in the “To be Archived” and a new account will be created (this will show in your Preview file listed in the “To be Added” tab”). In order to avoid this, you would need to manually change the unique identifier for those users before the feed is processed. VIP check your archived users against your to be added to see if there are any similar accounts.
Please use this link to edit a Unique Identifier: https://support.skillcast.com/hc/en-gb/articles/360017706538-Editing-user-attributes

Access Control

• The below permissions must be present in the administrator’s role:
  Email communications - Send invitation emails
  User management - Edit user attributes
  User management - Upload multiple users
• Administrators can only download and upload user data for a Domain they have access to

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