User import

Import and invite a batch of users to your platform

Updated over a week ago

The user import feature allows you to create and invite multiple users simultaneously on your platform.

With this feature, you will be able to set up your online training platform in a jiffy!

New import

In the main menu, go to Users > Add users > Batch imports, then click on the New import button.

Importing users is done in 5 easy steps:

1. Download the import template

First of all, you'll need to download our Excel template to fill out your information. The template can be downloaded directly from the "new import" flow in the app.

Be advised that the system will only import the columns appearing in the template. Fill in all columns for each user you want to import. In some columns, you may see drop-down menus with predefined choices.

You must enter the user's full name in the Name column. In the date fields (if applicable), we recommend using the following format: YYYY-MM-DD.

2. Find the location codes

Providing the Country and State/Region of your user is mandatory in Workleap LMS.

Therefore, you will need to use specific location codes in order to fill in the Country and Region columns of the template.

Click the Find a location code button to get the right codes to use in your document. You can copy a code to your clipboard by clicking on the Country code and Province code boxes.

3. Review your document

It's always best to double-check that all information is filled and compliant with the requested format before initiating the import process.

Here's an example of a filled-out template ready for importation:

Please be advised that your field information must be provided under text format. If your field information is the result of a calculation rule or other macros, the system will not be able to process your import.

4. Set up additional information (if applicable)

Before uploading your user list to the platform, you can add a few more details to your import.

First, the Groups section will allow you to assign all users from the import to one or multiple groups on the platform.

The Message section allows you to add a personalized message to the automated invitation email sent to your newly imported users.

Finally, the Additional notes will help you document each import for internal management purposes.

5. Upload and import a list of users

You are now ready to upload your .xlsx file to the platform! Drag the file into the designated space or click on the Choose file button.

Click on the Import button to start the user importation.

Once the form is submitted, the import can take anywhere from a few seconds to a few minutes, depending on its size. You can see the import status in the index (Users > Add users > Batch imports).

Import summary

Once the import is completed successfully, a confirmation message will appear at the bottom of the platform. Click on View the import summary to consult the import details.

Be advised that the summary will provide additional information, should there be issues with any of the submitted users in your import file.

The import summary will also allow you to enroll in courses for newly imported users by clicking on Enroll users.

Please note:

  • If you import a user whose email is already associated with an account on your platform, that user will not be modified or duplicated. Only the groups assigned to the import will be added to their existing profile.

  • If you import a user who already has an account with another email, the 2 accounts will not be linked and will count as 2 users.

  • If the import fails, no users will be imported. You will be able to correct the errors in the file and upload it again.

  • Before importing new users, please make sure you are within the limit of active students set in your current subscription. (Enterprise plan only)

Did this answer your question?