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Importing multiple users
Who is this article for?
Administrators who need to create or update multiple users in Ideagen Learning.
Admin role and Import permissions are required.
This article explains how to use the Import feature in Ideagen Learning to upload and manage user data via CSV files.
1. Importing users
To import users in bulk:
- Download the import template.
- Fill out required fields:
- First Name
- Last Name
- Email Address
Rows missing any of these fields will be skipped. If multiple rows share the same identifier (e.g., Email Address), only the first row will be processed; others will be ignored.
- Click Import Users.
- Select or drag-and-drop your file.
- Tick the The first row in CSV is a header option.
- Choose your Import action.
If you choose the create new users action, the importer will create new users for every valid row in your CSV file. All new users created will receive an email with a username and password to log into Ideagen Learning.
If you choose an update existing users action, the importer will look for users and when found, update their existing data with the data from the file. If the user cannot be found, a new user will be created.
- Match the CSV columns to user fields.
Click Match another Column to add more fields.
- Click Next.
- Double-check your settings and fields.
- Click Start Import.
Once completed, the screen will show a success dialogue, along with information about any skipped rows.
You can download a report of skipped rows with error notes, and you will also receive an email with the import status and any failure reasons.
2. Understanding import fields
The table below tells you which fields are changed when you choose to create new users or update existing ones.
| Field | Required | Description |
| First Name | Yes |
User's first name. |
| Last Name | Yes |
User's last name. |
| Email Address | Yes |
User's email address. |
| Username | No |
User's username. If not specified, the system will create a unique username based on the user's first and last name. By default, a user's user name is not replaced with data in a CSV on merge to prevent the user's credentials from changing underneath them. To override usernames, tick the Replace option in the username row. |
| Password | No |
User's password. If not specified, the system will randomly generate a password and email it to the user. By default, passwords are not replaced with data in a CSV on merge to prevent user's credentials from changing underneath them. To override passwords, tick the Replace option in the password row. |
| Employee Number | No |
User's unique identifier. |
| Mobile Number | No |
User's mobile phone number. |
| Phone Number | No |
User's landline phone number. |
| Active Status | No |
User's access to the system. Set to Inactive to deactivate a user or Active to reactivate them. |
| Group | No |
Group you want the user to be a member of. To add multiple groups, create a separate Group column for each one. By default, groups are completely replaced with data in the CSV when updating existing users. If you want to append the groups in the CSV, untick the Replace option in the group row. |
| Group Supervisor | No |
Group you want the user to be a supervisor of. To assign them to multiple groups, create a separate Group column for each one. By default, groups supervised are completely replaced with data in the CSV when updating existing users. If you want to append the groups in the CSV, untick the Replace option in the group row. |