This guide will walk you through how to fill out excel User upload template and upload it to the portal to update your user data in bulk. This will involve Adding new users but you can also Update, Archive and reactivate user accounts the same way. First you may want to download a blank Template or template that contains your current users.
Click on Management Console tab > User Management
Click on the option to Upload Multiple Users
If you have access to multiple domains use the drop down to choose the data set you want to update from the drop down
Click onto the 'Download empty template spreadsheet' or ‘Download template containing current users’ button
Fill in the downloaded template with the employee details required (firstname, lastname and email are mandatory by default). If you have downloaded a list of current users you can update the data for current users. For example if a line manager changes you can updated the information in the appropriate cell. If you would like to remove current user delete the appropriate rows from the spread sheet.
Note: ensure there are no spaces at the beginning or end of the cells (to avoid duplicate accounts)
Save the file in the “Excel 97 -2003” format (.xls)
Uploading the staff data on your portal
- Management Console tab > User Management
- Upload Multiple Users
- Domain > Select the correct Staff Domain
- Click onto 'Choose File' and locate the file you have saved that you would like to upload
- Click on > Continue
- You are presented with a screen which will show you the the total number of records on your spread sheet and a table that will look like the below:
The system will try and match column headers in the spreadsheet to attributes in the portal, if there is no exact match you will need match the data feed column with the respective attribute on the LMS using the dropdown options from your spreadsheet.
If you do not want to update a particular field then set this as 'Not in data feed'. This is only enabled for the attributes which are optional and cannot be applied on required attributes or your uniqueid. You will be unable to continue if you have not matched all required attributes, a message will pop up to tell you what ones have been missed
Leave ‘Update usernames for existing users’ ticked.
- Click on Continue to go to the preview page
- You will then see a summary of the changes due to be made. To view the changes in detail click Open Preview. This will download a spread sheet to your device with 4 tabs showing Update existing users, Reactivate users, Add new users and Archive Users.
We recommend always clicking 'Open Preview' before processing the data to confirm the updates that your user data is about to incur. If you need to make further changes you will need to do in your original file, save and upload again from the start.
If you are happy with the changes contained within the preview document go to your preview page and from your summary of changes tick the box next to the updates you want to make.
Note: If a user is already on the system and there are no updates to be made, then they will not be listed in your preview only changes will be shown..
- Click on Process changes. Once successfully processed your will see a message to confirm.
The portal is now updated with the latest user staff data uploaded for your chosen domain
If you are using Automatic Assignments then you may have invitation emails to send for new starters or for new assignments, you can then click on Preview emails to review the emails waiting to be sent.
Once you have previewed the emails, click on Send emails. If you choose not send emails straight away you can find them again via Email communications are of the portal. Please check out this article for more details on how to Send Invitation emails