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How to Bulk Import and Enroll your Users

Pro Trainer
Learning Center
High Volume & Corporate

To streamline user management in LearnWorlds, you have the option to execute bulk actions, facilitating faster and more efficient administration of your users. Among these actions is the ability to conduct bulk imports and enrollments, enabling you to seamlessly import and enroll multiple users in your courses in one go.

To Bulk Import and Enroll users in your school:

1. Navigate to Users  All Users.

2. Hover over Bulk actions, and click on Import & enroll users.

3. Prepare your .xls or .xlsx file. Each Bulk action option offers a dynamic and default template as an Excel file. You can download it, add the data and re-upload it. The template file contains 3 mandatory columns: Username, Email, Courses, and 2 optional columns: Tags, Password. In the Courses column, add the product's ID. 

See how to find the product IDs here: How to Find the ID of your Products.

If you have created Custom Sign-up fields, the respective columns will automatically appear in your Excel file. In order to add values to the custom fields on your import files, ensure that:

  • Date/Birthdate field: The date format must be MM/DD/YYYY
  • Checkbox field: Checkbox values can be 1 (string or number) or yes, meaning the checkbox is checked. Anything else is considered false (checkbox unchecked)
  • Dropdown and Radio button fields: You can add any of the options you have added as possible options for the signup field or leave them empty.

Note: If the Sign-up field is required, this will be reflected in your excel file (Required). In case the fields are required and you have activated sign-up validation rules in the settings, but you don't add a value, the user will not be imported. You need to add value in order for the import to be successful. 

Here is an example of how the file should be filled:

4. Specify tags that will be added to all users included in the file. If you have already added these tags to the file, skip this step.

- If you wish to add more than one tag, add the semicolon symbol (;) between the tags. Note that there shouldn't be a space before or after the semicolon, it should look like this, health;literacy. The tag column is optional, so even if you do not wish to add tags, ensure that the column is not deleted (this action will result in an upload error).
- If you wish to enroll users in more than one course while importing them, add a semicolon (;) between the products IDs. In this case too, you shouldn't add spaces after the semicolon.

5. Select if you want to update the user's details if the user already exists.

6. Select if you want to enable the validation rules of custom sign-up fields. If you haven't activated validation rules for your custom sign-up fields, remember to add a value, leave the respective field empty (if not required), or obey the validation rules (if required) in the file created.

7. Select if you want to mark the course as complete. For more information about the Mark as complete feature, click here.

8. Choose if you want to send a course completion email to the users.

9. Choose if you want to send a welcome email to the imported users.

10. Optionally, set a Justification (note) for enrollment.

11. Choose if you want to send an enrollment email to the imported users.

12. Add a Name for Users Actions log, to identify the progress of your Bulk action.

13. Click on Import users

Import Notification Email

As shown above, during Bulk Import and Enroll you can choose to send a Welcome email to the users upon registration/import. This means that the users will receive the When a learner is imported by admin notification email.

If you enable the Mark as complete option, you can select whether to send or not a course completion email to the users.

You can check how to edit the Registration Emails of your school here and Course Emails here.

Enroll Notification Email

You can also choose to send an Enrollment email. This means that the users will receive the relevant Course notification email according to the type of course they are bulk enrolled in.

You will find more information on how to edit the Course Notification Emails of your school in this article.

General Notes:

  • Bulk enrollment in Bundles is only available through the Bulk Enroll action.
  • To find the record of your Bulk actions, navigate to Report → Activity logs → Users actions. You can find more about the Users Action Log here.
  • When downloading the default template, it's important not to make any changes to the Headers row. The titles should remain the same and not be reordered, renamed, or added to. Otherwise, the upload will not be completed.
  • Make sure to clear the format when copy-pasting information in your Excel file, such as links on the emails or rich format on font styles. Otherwise, the import will not be completed.

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