All Collections
Enrollment
Add Users
How to Add Users from a CSV File
How to Add Users from a CSV File
Updated over a week ago

Introduction

The 'Add Users from CSV' function allows you to import new users and relevant profile information in bulk via a .CSV file, greatly reducing overall admin and end user effort in getting users into the system. Please note that if the user is already part of the program then their relevant profile information will be updated.

Important Things To Know

  • You can import up to 1,000 user at a time.

  • Column headers in your .CSV file cannot be blank.

  • First Name, Last Name, and Email Address are required for import.

  • You cannot import data for these field types: Manager, Skype, Location, Education, Publication, and Experience.

  • If you are importing users at the program track level, you will need to assign a role: mentor, mentee, and/or admin.*

*TIP: You can allow users to add or change a role, e.g., someone assigned as a mentor upon upload, can elect to be a mentee as well.

Navigation: Manage > Enrollment > Membership > Role Settings. Select 'Users can add and remove role(s) without administrator approval."

You can upload users via .CSV both at the global level and individual program track level if your site is home to multiple programs. You'll want to upload users at the global level if you know they're going to be participating in multiple programs. You'll want to upload them at the program level if you know those users will only be participating in a single program. If you only have a single program on your platform instance, then simply follows the instructions for the program level.

This video provides an overview of adding users, mapping your .csv profile data to your Chronus profile fields, and validating your upload:

Global Level

On the global Manage page, click Enrollment, then click on the icon Add Users from CSV.

Step 1: Import Data

Click on 'Browse' to locate your file on your computer. Once selected, drag and drop your .CSV file and click ‘Continue'.

Step 2: Map Data

The following fields are required for import and are the minimum fields required to upload users via .CSV:

  • First Name

  • Last Name

  • Email

Click 'Continue'.

Step 3: Create Users

In this step the system will confirm the following information before creating/updating the user profiles:

  • The total number of new profiles to be created

  • The number existing profiles to be updated

  • The number of error rows if any. Click the number to view the errors (Please NOTE that error rows will be IGNORED and NOT imported).

The errors will be highlighted in red as displayed in the screenshot below. You can also download the error log list with the error details by clicking on the ‘Download’ button.

Click ‘Complete’ to import the users. You're done! Scroll to the bottom of the article to see what emails to users get triggered when you complete this step.

Program Track Level

On the Manage page, click Enrollment, then click on the icon Add Users.

Click Add users from CSV

Step 1: Import Data

  1. Click on 'Browse' to locate your file on your computer. Once selected, drag and drop your .CSV file and click ‘Continue'.

  2. Select the “Role” or “Map a column in CSV” if the roles are defined in the file columns.

  3. Click ‘Continue’.

The following fields are required for import and are the minimum fields required to upload users via CSV

  • First Name

  • Last Name

  • Email

  • Roles (ONLY if you chose the option “Map a column in CSV”)

Click “Continue”

Step 3: Create Users

In this step before creating/updating the user profiles, the system will confirm the following information:

  • The total number of new profiles to be created

  • The number existing profiles to be updated

  • The number of error rows if any. Click the number to view the errors (Please NOTE that error rows will be IGNORED and NOT imported).

The errors will be highlighted in red as displayed in the screen shot below. You can also download the error log list with the error details by clicking on the ‘Download’ button.

Click ‘Complete’ to import the users. You're done! Listed below are the emails to users that get triggered when you complete this step.

Automated System Emails

The following emails are automatically sent to users* based on their role unless they are imported in a dormant state. Users imported in a dormant state do not receive a notification email.

*TIP: You can turn off these emails if you don't wish to email users automatically upon import. Navigation: Manage > Program Configuration > System Emails > Enrollment and user management.

  • Notification to new mentor added by administrator – This email is sent when a user is imported as a new mentor

  • Notification to new mentee added by administrator – This emails sent when a user is added as a new mentee

  • Notification to new teacher or a user with multiple roles added – This email is sent when a user is added with multiple roles or the third additional role

  • Notification to new administrator added to the program – this email is sent when a user is added as a new track level administrator

You can also view the emails in Step 3: Create Users as shown in the screen shot below:

For additional information, please consult our Data Import Formatting Guide. It has some of the same information that is listed in this article, but also provides additional context.

Troubleshooting

What if I receive the error "Email has to be unique" with trying to upload users from a CSV file?

  1. Check to see if the user has a dormant/alternate profile with the same email address.

  2. Check to see if there are any duplicate records (same email address added twice ) in the CSV file that you are trying to upload.

Unsuccessful upload due to CSV file type:
The most common cause of an unsuccessful the CSV file upload has to do with UTF-8 encoding. To fix this, open the file and go to 'Save as'. Click the drop-down beneath the file’s name and select CSV UTF-8:

If you’re still encountering an issue, please reach out to our support team for assistance.

Did this answer your question?