Creating and Updating User Accounts with a Bulk Upload / CSV File

Use this guide to create new users or update existing user accounts in the UE Learning Portal by importing a CSV file.

Key point

A CSV import can create new user accounts and update existing user accounts. Each user is represented by one row in the CSV file, and each user data field is represented by one column.

Preparing your CSV file

Put together your user file using your own format or use the UE bulk upload template.

Important: If you use the UE template, delete Row 2 with the red instructional text before uploading.

The following headers are required:

Header	What to enter
Email	Enter the learner’s email address.
First Name	Enter the learner’s first name.
Last Name	Enter the learner’s last name.
Username	Enter the learner’s email address again.
Password	Enter the password learners should have the first time they log in.
Active	Enter whether users should be active in the system. Users marked “No” will be deactivated and unable to log in.
Branch Code	Enter the code that ties learners to your institution in the system.

The following fields are optional:

Direct Manager: Enter the email address of the learner’s direct manager.
TA Manager: Enter the email address of the TA overseeing training.
Training Admin: Enter the name of the TA overseeing training if you would like this displayed on learners’ landing page.
Training Admin Contact Information: Enter the email address of the TA overseeing training if you would like this displayed on learners’ landing page.
UID: Enter learners’ unique institutional IDs, such as student ID or employee ID, if you would like.
Role: Enter an open-text role, such as freshman, athlete, volunteer, or contractor.
Supervisor: Enter whether the learner is a supervisor.
Student or Employee: Enter whether the learner is a student or employee.

If you would like to enroll learners in one or more courses with the upload, also include the Course Level column.

Finding your branch code

Sign in to your account on learn.ue.org.
Find your institution’s branch code in the middle of the Admin Panel.
Copy and paste the full code, including the dash, into the Branch Code field of your bulk upload file.

Saving your file as a CSV

Save your file as a CSV before submitting it.

Click File.
Click Save a Copy.
Click Save as type.
Select CSV UTF-8 (Comma delimited) (*.csv) or CSV (Comma delimited) (*.csv).
Click Save.
Click OK.

Opening CSV import

Log in to your account on learn.ue.org.
Click User Management.
Click Import and Manage.
Click CSV.

Uploading your CSV file

Drag and drop your CSV file into the upload section of the slideout panel, or click Browse to find the file.
Open Advanced Settings.
Confirm the field separator.
Flag the option that the first row is considered a header, if this fits your CSV file format.
Select the file charset from the dropdown menu.
Select Confirm to upload your CSV file.

Configuring import options

After the system processes your CSV file, you will be redirected to the import page. In the left panel, use the Import Options section to configure the import.

Setting	What it does
Presets	Use a preset to associate a previous mapping configuration with the CSV import, or save the current mapping as a new preset.
Force users to change their password at their first login	When activated, users will be asked to change their password after their initial login.
Do not force password change for existing users	When flagged, existing users in the platform who are also in the CSV file will not have to update their passwords like new users if the password change option is also activated.
Send Notifications	When activated, users being imported will receive a welcome email once the import is complete.
Update Users	When flagged, imported information for users already existing in the platform will overwrite existing user information if the user branch remains unchanged.

Alert: If you do not select your branch, your learners will not show up in your reports.

Mapping headers

The Preview section displays a preview of the CSV file as read by the system. Drag and drop the fields in the UE Learning Portal Fields section to match the fields with the column names in your CSV file.

Alert: Do not use the header User ID. The required headers are Username, First Name, Last Name, Email Address, Password, Active, and Branch Code.

Please note:

The correct format for the Date Format field is YYYY-MM-DD.
The following fields are not case sensitive when completing a CSV import of users: User status, User level, Language, Country, Timezone, and Yes/No additional field.

Importing users

After you match the fields for all columns, review all information on the import page.
Press the Import button at the bottom of the page.
Confirm the information in the pop-up message.
Press Import Users.

Tip: The import job happens in the background. If there are errors, an error file will be available for download in Background Jobs.

Alert: You will start to see learners slowly being added as the system processes. If you only see a fraction of your upload, refresh the page and check whether the number has gone up. If it does not, or if you receive many error messages, contact launch@ue.org.

Activating or deactivating users with a CSV file

When users are activated, their credentials are valid and they can log in and access the platform. When users are deactivated, they are no longer able to log in and access the platform.

Include the Active column in your CSV file.
Map the column to the UE Learning Portal field called Active.
Set the Active field value to 1 to activate the user.
Set the Active field value to 0 to deactivate the user.

Getting help from UE

If you have questions or need help with your upload, contact launch@ue.org. You can also submit your bulk upload for UE to run.

User Management

Creating and Updating User Accounts with a Bulk Upload / CSV File