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Import User Information - Adding Multiple Users To Your Online Platform

Save time rolling out your new platform or update multiple user records with the bulk upload feature. This feature allows you to add or update multiple users all at once.

User: This article is for Organizational Admins/Licensee Owners

Prerequisites: Set up your Administrator account  

Skip ahead - two ways to import users to your platform:

  1. Use the downloadable template
  2. Copy/paste your user data 

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Helpful tips to know ahead of user data imports:

  • In addition to adding new users, this tool can be used to update existing records. If the email address for a user is already in the system, we won’t add them a second time - we’ll update their information instead.
  • Although you can add Students, Instructors, and Parents simultaneously, you do not have to add all of your users all at once. You may use this tool as many times as you like to add new users or update existing user information.
  • You can use this tool to associate Student ↔ Instructor users and Student ↔ Parent users. On each tab, add a column for the other user role(s) you’re trying to associate, and add the email address of the associated individual there. For example, you can add a Parent column to the Student tab and enter the parent’s email address in that column. When uploaded, we’ll make the connection between the student and their parent automatically. To note, a user must be added to the system during import or already exist in the system in order for the association to take effect.
  • Prior to adding new users to your system, notify them that they will be receiving an email from your platform with a link to activate their new account. Resources to notify your users are linked below.
  • Important Note: Your students and their associated parents will need to complete the account activation process (via the email sent from the platform) before they are able to log in for their first session. Students that have a username (no email address) will need an associated Parent user to complete the account setup process for their student account. The Parent/Student account activation process is detailed in the article linked below.

Now, on to the user import process!

Follow the step-by-step instructions outlined below to add multiple users to your platform using the downloadable template:

  1. Click on the "Users" link on your admin dashboard or select “Users” in the left-hand navigation bar in the admin portal.
  2. From the “User Management” page, locate the “Add Multiple Users” card on the right-hand side of the page and click the “Add Multiple Users” button.
  3. At the bottom of the window, click “Download Template” and fill out the spreadsheet (.xlsx) with your users’ information. The file has unique tabs for each user type which can be populated with Student, Instructor, and/or Parent user information.
  4. Click “Upload file” and follow the prompts to upload your completed spreadsheet in .xls, .xlsx, .csv, or .tsv format. If you do not have the proper file format, click here to skip to the next section for Copy/Paste instructions.
  5. Once your data is uploaded, you'll have the opportunity to review it. This review step allows you to make edits to the column headers and/or individual records by clicking into the grid to make inline adjustments. The system will flag entries that require edits.
    1. NOTE: At this step, please select “yes” or “no” for the question
      “Auto-invite new users upon close?” 
      1. If you select “yes” all of your new users will automatically be sent an account activation email allowing them to set up their account. 
      2. If you select “no” you will need to manually elect to resend the welcome email to each new user in order for them to activate their account.
      3. If a user is already on the platform and you’re simply updating their records, they will not be sent an account activation email. 
  6. Once flagged issues have been resolved and/or you are satisfied with your data, click “Finish”. You’ll be presented with a final confirmation window that gives an import summary. Approve your upload by clicking “Yes” to finish the import.

 

Follow the step-by-step instructions outlined below to add multiple users to your platform by copying/pasting user data:

  1. Click on the "Users" link on your admin dashboard or select “Users” in the left-hand navigation bar in the admin portal
  2. From the “User Management” page, locate the “Add Multiple Users” card on the right hand side of the page and click the “Add Multiple Users” button
  3. On the “Add Multiple Users” page, select the tab corresponding to the user information you’d like to import.

    Copy text from another source and paste your users’ information into the space provided in the tab.

    Copy/Paste Requirements/Notes: 
      • You must include the titles of your data as a comma-separated list. This allows the system to match data to the proper fields.
      • You will need to have your users’ First name & Last name separated into unique columns.
      • We recommend copying data from a spreadsheet with the column headings included. However, you are not limited to spreadsheet data and can paste a comma-separated list within the space provided.
      • You can type directly into the window or make changes to pasted data prior to advancing to the next step.
  4. Once your data is uploaded to the page, click “Next” to review your data. This step allows you to make edits to the column headers and/or individual records by clicking into the grid to make inline adjustments. The system will flag entries that require edits.
    1. NOTE: At this step, please select “yes” or “no” for the question
      “Auto-invite new users upon close?” 
      1. If you select “yes” all of your new users will automatically be sent an account activation email allowing them to set up their account. 
      2. If you select “no” you will need to manually resend the welcome email to each new user in order for them to activate their account.
      3. If a user is already on the platform and you’re simply updating their records, they will not be sent an account activation email. 
  5. Once flagged issues have been resolved and/or you are satisfied with your data, click “Finish”. You’ll be presented with a final confirmation window that gives an import summary. Approve your upload by clicking “Yes” to finish the import.

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