To get started, please go to the “Learning Management” section of the menu and then select the “Users” option. On the right-hand side of the page click the blue “Add Multiple User” button.
The page that loads next is the “Add Multiple Users” feature. On this page you will find a few links, the first link will export a blank user import template, the second link will take you to the accounts “User Types” page, the third link will bring you to this article. To the right of these options is the section where you will upload your user list.
If you would like to start a new file you can click the link to export the blank user template file (1). If you would like to start with your existing user list, this can be downloaded from the “Users” page by clicking the “Download Complete User List” bottom.
In the user template file the Login, First Name, and Last Name columns are required. If there are any additional custom fields that have been labeled as required those too must be present on the file. Other columns should only be present to update the appropriate information. Please note: if you are updating existing profile and a column header is present but the corresponding information is not, the information that was in the profile will be deleted.
Due to the way Excel encodes dates, dates will not work when uploading an Excel file. The maximum length for any field is 400 characters, and accepted characters include:
- Letters (A-Z) (Not valid in Phone)
- Numbers (0-9)
- Spaces (Not valid on Login)
- Special Characters
- Email: `!&%^*-=~_+{}|’./?
- All other columns: `!&$%^*()-=~_+[]{}|’:,./<>?
The “User Type” field is option, in that, if you do not list the field and specified “User Types” all the system will set the user type to “Learner.” If you would like to dictate the “User Type” you will need to include the field on the file and fill it out for each profile.
Please review the available user types on the “User Types” page for your accounts specific setup. For a detailed list of the user types available in your account, and the permissions for each of the user types, please click the link “User Types Page” (2) to review your accounts settings. Please note, you may not have permission to see this page. If this is the case you will need to work with your account’s administration team to determine user types for the upload file.
A user’s login must be at least three characters and unique to that specific user. You may use their email address as their login if you wish, as well as any combination of letters and numbers. If you use leading zeros for a login, please be aware that exporting the user data into a CSV file could clear the leading zeros. For instructions on how to preserve the leading zeros please review this help article: How to Preserve Logins that Contain Leading Zeros.
When entering the first and last name, please note that however you enter the name is how it will appear in the system. For instance, “John SMITH” will appear differently than if you had typed “John Smith.”
You may choose to enter an email address for your users. This will allow you to send reminder notifications to them about upcoming or newly assigned training courses, as well as enable them to reset their password via email. However, you may not duplicate email addresses in the system.
When you have successfully completed filling out the template file, save the file as a CSV (Comma Delimited) file. On the “Add Multiple Users” page, click inside the box that says “Drop files here to upload” (3) to browse your computer and find your user list.
If your user list also contains existing users in the system, be sure to check the “Update user information” check box (4) so that the LMS knows to update the existing users. If you forget this step you will receive errors for the logins or emails that are already active in your account. If the login or email is associated with a user that has been deactivated, the error message will say, “This (____) is associated with an archived user. Please use another.”
If you would like to send a Welcome email to new learners on the spreadsheet, be sure to check the “Send Welcome Email to newly created users” check box (5). This will prompt the LMS to send a welcome email containing their login information to any newly created user with a valid email address.
Finally, the system requires an email be entered into the “Notification Email” field (6) before you can click on the “Upload” button. If you have an email in your profile this field will default to your email address. If you would like the system to send the upload notification email to a different email address, please enter the email address in the space provided. Upon completion of the upload, whether it was successful or had errors, the system will send a status report to the email listed.
Once you have selected all of your settings, you are ready to click the blue “Upload” button (7).
If you have any questions or need any help correcting the errors, please forward the upload report email the SafetySkills Help Desk at [email protected]. By including the copy of the error report you received the Help Desk can take a look and let you know how to resolve the errors. This help article also outlines any errors you might encounter: HR Integration/Add Multiple Users Error List and How to Resolve.