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
- Log in as an Admin
- Go to Admin → User Management
- Click the Import Users button (or look for the upload icon)
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 Name | Required | Description | Example |
|---|---|---|---|
| Yes | User's email address (unique identifier) | john.doe@company.com | |
| displayName | Yes | User's full display name | John Doe |
| jobTitle | No | Job title | Software Engineer |
| department | No | Department name (must match existing) | Engineering |
| location | No | Work location | London Office |
| roles | No | User role (Admin, Manager, Learner) | Learner |
| managerEmail | No | Manager's email address | manager@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
- In the Import Users dialog, click Download Template
- This provides a correctly formatted spreadsheet with all column headers
- Fill in your user data and save
Import Process
1
Upload Your File
- Click Choose File or drag and drop your spreadsheet
- 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:
- For each required field, select which column in your file contains that data
- The system will show a preview of the mapped data
- Confirm the mappings look correct
3
Review the Preview
Before importing, you'll see a summary:
| Information | Description |
|---|---|
| Total rows | Number of users in your file |
| New users | Users who will be created |
| Existing users | Users who already exist (by email) |
| Errors | Rows with issues that need fixing |
4
Start the Import
- Review the preview one more time
- Click Import Users
- Wait for the import to complete
- 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
Related Guides
- Add Users Individually - Add users one at a time manually
- Using the Onboarding Tool - Migrate users with training history
- Adding Departments - Set up departments before importing