iSpring Learn LMS: how to import users from file

There are two ways to add new users in iSpring Learn LMS: via email or by importing a CSV/XLSX file. Import is a good option if you need to edit or add information about several users at once.

CSV or Excel

The CSV abbreviation stands for the “Comma-Separated Values” file format, which literally means that values are delimited by commas or semicolons. All values together form a datasheet with columns and rows that can be opened in Microsoft Excel or another table editor.

If you don’t want to mess up with the encodings and strings of CSV files, you can just use an XLSX-template and work with it in a familiar table format. 

With the import option, you can add and edit information about iSpring Learn users, as well as create user groups.

Also you can add, edit or delete language versions of User Portal in iSpring LMS using a CSV or XLSX Localisation file. It can be accessed in the Additional Options panel under the Settings tab.

It’s important to know the criteria for uploading CSV files to the system before we start. A datasheet file must have a .csv (UTF-8 encoded) or .txt (UTF-16 encoded) extension. As for editing a datasheet, one of the most popular tools is Microsoft Excel.

How to change/add user details using file import

Step 1. Download a CSV or XLSX template

If you need to add new users, you can download a template for import. To do this, go to People → Users → Add New User and select the Import from file tab. In this tab, you can download a .csv or .xlsx template file.

If you want to edit the information about your learners, first you need to export your user list. 

To do this, go to the People tab from the left side menu. In the upper right part of the window, click the Export button and choose Export to XLSX or Export to CSV in the drop-down list.

Note: With the exported file, you can also add new users or new user groups.

Step 2. Edit user details

To change the information about your existing users, open the CSV/XLSX file in Excel and edit the data without changing the structure of the file. In this file, you can also add new users. To do this, just fill in the new rows with new users’ details.

The import template and the export file have the same structure. Please note that when you add new users, some columns don’t need to be filled in (e.g., the Reporter column).

Let’s take a closer look at the user details in the template:

  • You can change a user’s email, password, name and surname, job title, company name, and address.
  • In the People tab, you can customize the user profile fields. If you’ve set some profile fields to be mandatory, for example, City or Job title, then these fields should be filled when editing the import template.
  • If you need to add a user to one or more groups, just add the titles of these groups in separate columns. Even if there’s no group with this title in your account, it will be automatically created when importing users.
  • The Active column. Type No to deactivate the user, or leave the cell empty if the user is still active.
  • The Reporter column doesn’t need to be filled in when importing users. In the export file, this column indicates if a user is able to generate reports for an organization or a group.
  • To change a user’s role, specify it in the Role column. You can set a user as an Administrator, Organization Administrator, or Publisher, or leave the column empty to assign a learner with the User role. Please note that the role of the Account Owner cannot be changed.
  • The Deactivation Date column. If you need to deactivate a user on a specific date, type the date in this field in the YYYY-MM-DD format (otherwise just leave the field empty).
  • The Last Login column is not necessary when importing users. When exporting, this column contains the date when the user last logged into the system.
  • The Added column also shouldn’t be filled in when importing users. It is filled when exporting learners, and contains the date when the user was added in the account.

When you’ve added all the necessary data, save the changes.

If you’re working with an XLSX file, just click Save. If you’re editing a CSV file in Excel, click Save As and choose “Unicode Text (*.txt) in the File Type drop-down list.

Step 3. Uploading data to the LMS

Now you can upload the user list back into the LMS:

  1. Go to the People tab and click Add New User

  2. Switch to the Import from file tab

  3. Browse for your user list file and upload it

There are two auxiliary options that can be used at the uploading step:

  • You may specify user passwords in a CSV/XLSX user list. The requirements are: latin letters (a-z), at least one uppercase letter (A-Z) and a number (0-9), and the length should be 6 symbols or more. If you didn’t enter passwords in the table, use the “Generate a random password for each new user if the password is not specified” option. If the checkbox is marked, all new users will get auto-generated passwords.

  • The “Send emails to new users with their login information” option will send users information automatically after uploading a CSV/XLSX file. The system will determine which users are new and will send updates only to them.

It will take some time to upload the user data. During the uploading process, you will see a progress bar. If the number of users is around 1000, it may take up to 20 minutes to upload, verify all users’ records, and optionally send them automatic emails with login information.

When the upload is finished, you’ll see this:

That’s it! Now that the users have been added, you can continue administering your iSpring LMS account.

Editing a CSV file in a text editor

Microsoft Excel is not capable of saving a CSV in the encoding that our system accepts. As an alternative solution, you can use a regular text editor to make changes to your CSV file.

All the steps except the process of saving the CSV file will be the same.

After opening the CSV in any text editor like Notepad++, pay attention to the Encoding area on the status bar (at the bottom):

It should show UTF-8. If you see ANSI or other, go to the top “Format” menu and choose “Encode in UTF-8.”

Windows Notepad doesn’t have a status bar. However, when you go “File” – “Save As,” there will be a drop-down list for Encoding as well.

Recommended software to work with CSV files:

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