Bulk Upload Users to Your LMS

Bulk Upload Users to Your LMS

OVERVIEW

If you're required to upload multiple users onto your LMS at the same time, you can do this via the Bulk upload tool. This is done through a text (CSV) file.

Use Case Example:

As a training manager, In a large corporate organization, in the training department responsible for onboarding new employees and providing ongoing professional development. The training manager needs to efficiently add a batch of new users to Pluto LMS and enroll them in specific courses and user segments. 

For Example: You have new users to add to your LMS, but they are all meant to be a part of different segments and have different roles, By using the bulk upload tool, instead of manually adding each user one by one, the training manager can add all this into the CSV file and upload it to your LMS seamlessly, saving time and effort while ensuring a smooth onboarding process.
Note: You can also add additional information to the CSV file. For example, the courses in which they need to be enrolled into as well as user segments and custom profile fields. 

CSV TEMPLATE

You can use the template attached at the bottom of this page if you would like to bulk upload users to your LMS. 




Please check your file to ensure the following format rules are used: (These are the 4 required fields for doing bulk uploads)
  1. username (Most clients prefer using the email address as the username to simplify the process): only alphabetical lowercase letters, numbers, hypen (-), underscore (_), period (.), or at-sign (@).
  2. firstname: only text (capitals allowed).
  3. lastname: only text (capitals allowed).
  4. email: name@example.com.
All the information in the sheet above is as follows (And should follow these format rules).

1) Username (Required) - only alphabetical lowercase letters, numbers, hypen (-), underscore (_), period (.), or at-sign (@).
2) First name (Required) - only text (capitals allowed).
3) Last Name (Required) - only text (capitals allowed).
4) Email Address (Required) - name@example.com.

Optional Information,

5) Password - alphabetical lowercase/uppercase letters, numbers, hypen (-), underscore (_), period (.), or at-sign (@).
6) User Segment - cohort1 as column heading and User segment ID as User segment name.
7) Custom profile Fields - "profile_field_profilefieldshortname".
8) Course -  course1 as column heading and course shortname as course name.
9) Course Group - group1 as column heading and course group shortname as group name.

USER PASSWORDS

You may wish to create a default password for all the users you are bulk uploading. You can do this by adding and additional column with the following heading to your Excel sheet:

password

For example:



Please note: You will need to indicate that you have included a password in your file when defining your upload settings during the bulk upload - instructions follow at the end of the guide.

USER SEGMENTS

You may wish to add the users to user segments when bulk uploading to your LMS. To do this, you can add additional columns to the template (As per example).

Before doing so, you will need to create user segments on your LMS. When you create a user segment, you will be prompted to enter a user segment ID as shown below - it is the user segment ID that will be used in your bulk upload.





CUSTOM PROFILE FIELDS

You may wish to include additional user data fields when bulk uploading users to your LMS. To do this, you can add additional columns to the template (As per example above).

Before doing so, you will need to create custom profile fields in your LMS. When you create a custom profile field, you will be prompted to enter a unique short name as shown below - it is this short name that will be used in your bulk upload.



Once you have created your custom profile fields, you can add a column with the following heading to your Excel sheet:

profile_field_shortname

shortname = custom profile field short name.

For example:

If your short name is "employment_status", then you can add "profile_field_employment_status" as a column in your Excel/Google sheet in order to bulk upload information to this new custom field. 



COURSES AND COURSE GROUPS

You may wish to enroll and add users to courses and course groups when doing a bulk upload. To do this, you can add additional columns to the template (As per example).

Before doing so, you will need to create courses and course groups in your LMS. When you create a courses and course groups, you will be prompted to enter a unique short name as shown below - it is this short name that will be used in your bulk upload.

(Course)


(Course Group)


BULK UPLOAD USERS

Step 1: Click on "Site admin", followed by "User Management", then "Bulk upload users."





Step 2: Upload your populated CSV file and then click on "Bulk upload users via CSV."



If you use a Apple computer ensure that your CSV delimiter is a "," (Comma).
If you are using a Windows computer ensure that your CSV delimiter is a ";" (Semicolon).

Step 3: Review user information and define your upload settings.

  1. Upload type:
When uploading new users, the best fit is "Add new only, skip existing users."

  1. New user password: 
If you have added a "password" column to your Excel sheet to create a default password for your users, you can select "Field required in file." (Please remember that you will need to manually notify these users of their password, or point them to your "forgotten login details button" ).

If you would like the system to generate a unique password for each user and notify them via the email address provided in the bulk upload, you can select "Create password if needed and send via email."



Once you're happy, you can click on "Bulk upload users via CSV."

Step 4: Check that there are no errors and click "Continue." 



You have successfully done a bulk upload to your LMS. 

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