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Using the Bulk Import Tool

Import multiple users at once using the Bulk Import feature in User Management.

When to use this method

  • Adding 6 or more users at once
  • You have user data in a spreadsheet or HR export
  • Setting up your LMS for the first time
  • Adding a batch of new starters

Accessing the Bulk Import Tool

1

Navigate to User Management

  1. Log in as an Admin
  2. Go to Admin → User Management
  3. Click the Import Users button (or look for the upload icon)
Open bulk import tool
Click the Import Users button to open the bulk import tool

Preparing Your Import File

Supported File Formats

  • CSV (.csv) - Comma-separated values
  • Excel (.xlsx, .xls) - Microsoft Excel spreadsheets

Template Columns

The bulk import template includes these columns:

Column NameRequiredDescriptionExample
emailYesUser's email address (unique identifier)john.doe@company.com
displayNameYesUser's full display nameJohn Doe
jobTitleNoJob titleSoftware Engineer
departmentNoDepartment name (must match existing)Engineering
locationNoWork locationLondon Office
rolesNoUser role (Admin, Manager, Learner)Learner
managerEmailNoManager's email addressmanager@company.com

Sample CSV Format

email,displayName,jobTitle,department,location,roles,managerEmail
john.doe@company.com,John Doe,Engineer,Engineering,London,Learner,manager@company.com
jane.smith@company.com,Jane Smith,Manager,Marketing,Manchester,Manager,
bob.wilson@company.com,Bob Wilson,Analyst,Finance,London,Learner,jane.smith@company.com

Download a Template

  1. In the Import Users dialog, click Download Template
  2. This provides a correctly formatted spreadsheet with all column headers
  3. Fill in your user data and save

Import Process

1

Upload Your File

  1. Click Choose File or drag and drop your spreadsheet
  2. The system will read your file and show a preview
2

Map Your Columns

If your column headers don't exactly match the expected names, you'll see a mapping screen:

  1. For each required field, select which column in your file contains that data
  2. The system will show a preview of the mapped data
  3. Confirm the mappings look correct
3

Review the Preview

Before importing, you'll see a summary:

InformationDescription
Total rowsNumber of users in your file
New usersUsers who will be created
Existing usersUsers who already exist (by email)
ErrorsRows with issues that need fixing
4

Start the Import

  1. Review the preview one more time
  2. Click Import Users
  3. Wait for the import to complete
  4. Review the results summary

After Import

  • New users receive welcome emails (if email notifications are enabled)
  • Users are added to departments (if department column was included)
  • Dynamic group rules apply automatically to new users

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