There are two ways to import data into the SafetySkills LMS, “Add Multiple Users” and HR Integration. Below is a list of the possible error messages that might be received when using either of these import methods. For each we have outlined who would be the first to take actions to try to resolve the error.

If you have any questions please contact us at support@safetyskills.com or 405-463-6656, option 2.

  • Login is associated with a deactivated user, please use another.
    • Who needs to take action:
      • Client
    • What the error message means/What is causing the error:
      • User(s) are listed on the upload sheet that are currently deactivated and are in the archive.
    • Possible resolution options:
      • Verify that the users is or should be active in the LMS, then recover the user from the archive. Instructions on how to reactivate a user can be found on our forum.
    • Link to help article:
  • Login must be at least 3 characters
    • Who needs to take action:
      • Client
    • What the error message means/What is causing the error:
      • The data in the login field is not 3 characters long.
    • Possible resolution options:
      • Establish a 3 character login for the user which can be pulled when the file is being created. Will probably require collaboration with others inside your organization.
  • Required field cannot be empty.
    • Who needs to take action:
      • Client
    • What the error message means/What is causing the error:
      • This error appears only when one of the 4 SafetySkills required fields is empty.
    • Possible resolution options:
      • Make sure User Type, Login, First Name and Last Name have data for all users.
  • Invalid user type
    • Who needs to take action:
      • Client
    • What the error message means/What is causing the error:
      • The data in the User Type column is not in the correct format, does not exist or there is more than one “Owner” listed of which there can only be one per account. If the listed Owner needs to be changed to a new person please contact SafetySkills customer care for assistance.
    • Possible resolution options:
      • Excluding the Owner, the User Type must match one of the following: Super Administrator, Advanced Administrator, Administrator, Report Administrator, or Learner.
    • Link to help article:
  • “Custom Field” cannot be empty.
    • Who needs to take action:
      • Client
    • What the error message means/What is causing the error:
      • This error occurs when a Custom Field that is flagged as required does not have data in it on the upload sheet.
    • Possible resolution options:
      • Upload file will need to be correct to contain date or the required filed can be changed to not required.
    • Link to help article:
  • Email is required for this user type
    • Who needs to take action:
      • Client
    • What the error message means/What is causing the error:
      • Only occurs when the “Owner” is listed without an email address.
    • Possible resolution options:
      • The “Owner” must have an email listed on all upload files.
  • This email has been used, please choose another
    • Who needs to take action:
      • Client
    • What the error message means/What is causing the error:
      • Email addresses can be duplicated in multiple user profiles.
    • Possible resolution options:
      • If the user does not have a unique email address leave the email field blank.
  • This email is associated with a deactivated user, please choose another
    • Who needs to take action:
      • Client
    • What the error message means/What is causing the error:
      • This error only occurs when a user’s data has the same email list as someone in the archive and a login that is different from the archived profile.
    • Possible resolution options:
      • There are a few things to consider if this error occurs: why the email is being reused; is this actually the same user as in the archive? If the user is the same, why is the login different? If the user is actually the same as the archived person you will need to reactivate the deactivated user from the archive to maintain records. Then either update the login to match the HR Integration file or have the HR Integration file updated to populate the login that was previously used. If the email address needs to be used for a different person you will need to recover the archived profile, delete the email address, save the changes and then deactivate that profile again. This will allow for the next HR Integration file to update the existing user with the email address.
  • Group is too long
    • Who needs to take action:
      • Client
    • What the error message means/What is causing the error:
      • All group names have a limit of 500 characters.
    • Possible resolution options:
      • Group name must to modified to be less then 500 characters in length.
  • Column name {field} is missing from the upload. Please make sure all headers are spelled correctly and re-upload.
    • Who needs to take action:
      • Client
    • What the error message means/What is causing the error:
      • This error will occur when a Custom Field’s column header is not on the file but exists in the LMS. This maybe because a column header is spelled wrong or is missing from the file.
    • Possible resolution options:
      • Make sure that all fields that are in the LMS are still on the upload file. If a field will no longer be in the upload file it must be removed from the LMS.
  • The column {header} is in the file multiple times. Please remove the duplicate column and re-upload.
    • Who needs to take action:
      • Client
    • What the error message means/What is causing the error:
      • This error will only occur when the same column header is listed on a file more than once.
    • Possible resolution options:
      • Future upload files will need to be adjusted to not list the same column more than one time.
  • There is an empty header. Please delete and re-upload.
    • Who needs to take action:
      • Client/SafetySkills Customer Care
    • What the error message means/What is causing the error:
      • This error occurs very early in the process and will need to be reviewed by customer care first.
    • Possible resolution options:
      • Will be case-by-case.
  • File must have at least 1 user and no more than {userLimit}.
    • Who needs to take action:
      • Client
    • What the error message means/What is causing the error:
      • The user upload file has shown up blank.
    • Possible resolution options:
      • Will be case-by-case. But will need to be discussed with your HR system to determine why users are not being sent.
  • You do not have enough available seats for all users in the upload. You have {account.Seats – activeUsers.Count} seats available and you are trying to upload {newUsersCount} new users. Please contact your rep to purchase additional seats.
    • Who needs to take action:
      • Client/SafetySkills Customer Care
    • What the error message means/What is causing the error:
      • You have reached your seat limit and cannot add any new users until some users have been deactivated or additional seats are purchased.
    • Possible resolution options:
      • The HR Integration will not deactivate users if any errors have occurred. Make sure any errors are resolved so your HR file can fully process without error. If your HR file processes without error and you are still at your max seat count, you will most likely need to purchase more seats to accommodate all users.
  • Login {login} is listed elsewhere in the upload.
    • Who needs to take action:
      • Client
    • What the error message means/What is causing the error:
      • This error will occur when the login is listed more than one time on the same user list.
    • Possible resolution options:
      • Identify why the login is listed 2 or more times on the user list. Contact SafetySkills for further assistance as needed to find a solution.
  • Email {email} is listed elsewhere in the upload.
    • Who needs to take action:
      • Client
    • What the error message means/What is causing the error:
      • This error will occur when an email is listed more than one time on the same user list.
    • Possible resolution options:
      • Identify who should have the email listed. Update HR service to reflect this, or dynamically remove the email from all but one use listed on the file.
  • “, Login: Invalid email format, please modify and re – submit.
    First Name cannot be empty and must be less than 100 characters.
    Last Name cannot be empty and must be less than 100 characters.
    Login cannot be empty and must be less than 100 characters.
    User type ” is not valid.”

    • Who needs to take action:
      • Client
    • What the error message means/What is causing the error:
      • This error occures when there is a blank row on the user list. This usually occurs at the end of the file, but can be anywhere in the file.
    • Possible resolution options:
      • Client’s HR service will need to check for and remove any blank rows from the user list.
  • Column headers do not match the requirements
    • Who needs to take action:
      • Client
    • What the error message means/What is causing the error:
      • This can be caused by sending a “tabbed delimited” file. If there is a required field in the LMS that is not listed on the file. Or a misspelling of one of the required column headers.
    • Possible resolution options:
      • Client will need to review the file that was sent and setting in the LMS to determine if the issue is the file type, or requirements in the LMS.
  • {Value} is not a valid option for the custom field {Field Name}
    • Who needs to take action:
      • Client
    • What the error message means/What is causing the error:
      • This error message is indicating that your HR system has new items listed on the file for a select or multiselect custom field.
    • Possible resolution options:
      • Client will need to review the error messages, or the file that was sent, and add the new items to the custom field.
    • Link to help article:
    • Link to publish article: