How to Bulk Import and Enroll your Users

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 will need to: 

• Download the XLS file template 
• Add the data
• Re-upload it. 

The template file contains 4 mandatory columns: Username/ First & Last name, Email, Courses, Learning programs, and 2 optional columns: Tags and Password. 

In the Courses and Learning programs column, you will need to add the product's ID. See how to find the product IDs here.

If you have created User fields, the respective columns will automatically appear in your Excel file. Τo 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.

If the custom user 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 for the import to be successful. 

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

If you wish to enroll users in more than one product, add a semicolon (;) between the products' IDs. If you wish to add more than one tag, add the semicolon symbol (;) between tags.

Once the Excel file is uploaded, you can edit the details before finalizing the action:

4. Edit the expiration date to:

• Does not expire
• Specific date
• After a specific period of time

5. Create a payment record: Select whether you will create a payment record for this enrollment.

6. Choose whether to send welcome, enrollment, and payment confirmation emails. You can also mark products as completed and trigger completion notifications for all selected users.

7. Add tags to the imported users. If you have already added these tags to the file, skip this step.

8. Select if you want to enable the validation rules of custom user fields. If you haven't activated validation rules for your user 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.

9. Add additional notes and the title for the user's actions log to identify the progress of your Bulk action.

10. Click on Import users. 

Notification Emails

During Bulk Import and Enroll, you can choose to send 

1. The Welcome email to the users upon registration/import. This means that the users will receive the When a learner is added/imported by admin, notification email.
2. The enrollment email learners get when they are enrolled in a new product. 
3. The payment email, if you have created a payment record for this action.
4. 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 learn how to edit your school’s Registration Emails here, and the Enrollment and Completion Notification Emails here. For more details on editing Course Notification Emails, refer to this article.

• To find the record of your Bulk actions, navigate to Report → Activity logs → Users actions. You can find more about the User's 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.
• Ensure to clear the format when copy-pasting information in your Excel file, such as links in the emails or rich formatting on font styles. Otherwise, the import will not be completed.