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How to Import and Update Users in Bulk

Summary

A comprehensive guide on importing user data using the Import Data section of the KnowledgeCity LMS.

Introduction

Managing the onboarding and ongoing updating of learner information is critical in any educational environment. KnowledgeCity simplifies this process through the Import Data feature, enabling bulk creation and updates of user profiles. In this KnowledgeBase article, we provide a clear, step-by-step guide on how to import user data into the KnowledgeCity LMS.

Steps to Follow

Accessing the Import Data Section

  1. Log in to your KnowledgeCity LMS administrator account.

  2. Navigate to the "Import Data" section from the LMS left-side panel.

  3. The Import Data section opens, displaying a list of all previous import processes.

Import Users

  1. After accessing the Import Data section in the LMS.

  2. Open the "Users" tab inside the Import Data page.

  3. Inside Users tab, you will see the primary controls for bulk user operations: the "Download Template" button and the "Import Data" button. Including, a table logs all previous import jobs/ activities.

    For each import job, the table displays Job status and Key details including:

    • File Name: The source file that was uploaded.

    • Imported By: The administrator who performed the import.

    • Import Date: When the job was run.

    • Rows in File: The total number of entries in the uploaded file.

    • Created: Count of new user accounts successfully added, including an option to download an Excel report listing these profiles.

    • Updated: Count of existing user records successfully modified, including an option to download an Excel report of updated profiles.

    • Failed: Number of rows that could not be processed, including an option to download an error report. The system highlights cells with mistakes in red, with the last column containing a description of error(s).

    This interface allows admins to initiate new imports and audit the results and history of all past bulk user data operations.

    Import-data-20260205-164909.png
    An example illustration of the Users tab inside the Import Data page of KnowledgeCity LMS.

Step 1: Download and Prepare the User Data Template

To begin the user import process, you must first download and populate the standardized template. This ensures your data is correctly structured for a successful upload.

1.1 Download the Import Template

  1. On the Import User Data page, locate and click the “Download Template” button.

  2. A menu will appear with two options: User and Course Progress. Select “User”.

  3. The system will automatically download an Excel file (e.g.,UserImport.xlxs) containing all the relevant column headers required for mapping your user data to the LMS fields.

1.2 Understand and Fill the Template

Open the downloaded Excel file. You will find predefined columns corresponding to user profile fields in the LMS.

Essential Fields to Complete

Populate the following columns for each user. These are critical for creating or updating user accounts:

Column Header

Description

Requirement for New Users

Username

A unique identifier for the user to log in.

Required

First Name

The user's first name.

Required

Last Name

The user's last name.

Required

Email Address

The user's primary email.

Highly Recommended

Employee ID

A unique organizational identifier.

Highly Recommended

Group

At least one group assignment.

Highly Recommended

Optional Fields

The template includes additional columns for comprehensive user profiles. You can fill these in or leave them blank.

  • Language

  • Gender

  • Time Zone

  • Phone Number

  • Position

  • Department

  • Course(s)

  • Learning Path(s)

1.3 Assign Subscriptions and User Groups (Optional but Recommended)

Use the template to pre-assign licenses and user group, streamlining user setup.

  • To Assign a License: Fill in the Subscription Name column for relevant users. This automatically assigns a license from the specified subscription upon import.

    • If left blank, licenses can be assigned to all imported users in a later "Import Options" step.

  • To Assign Groups: Fill in the Group column. Adding users to groups enables efficient management and automatic course assignments via Group Learning Paths.

    • If left blank, all users can be assigned to a default group in a later "Import Options" step.

Import-sheet-20260205-175836.png
An example User Import data sheet created using the import template, with sample data added.

Step 2: Upload, Match Data, and Configure Import

After preparing your template, upload the file and complete the configuration to import users.

2.1 Upload the File

  1. Click the “Import Data” button on the Import Data page.

  2. In the “Import data” pop-up, select the “User” toggle.

  3. Upload your .xlsx, .csv, or .ods file by:

    • Dragging and dropping it into the designated area, or

    • Clicking “Browse file” to select it manually.

  4. Click “Save”.

The system creates a new import job and opens the Match Data page.

2.2 Match Data to LMS Fields

The “Match Data” page displays your file details and a table for mapping columns.

File Information:

  • File name (e.g., UserImport_Example.xlsx)

  • Total records in the file (e.g., 3)

Column Matching Table:
Each row corresponds to a column from your file with these options:

Interface Column

Purpose & Action

File Column

Shows your sheet’s header names.

Match with LMS Column

Dropdown to select the corresponding LMS field.
Green highlight indicates an automatic match was found. Manually match any remaining columns(if required).

Column Data

Displays user data from your file.

Option

Contains the “Skip” toggle. Enable this to exclude that column from import.

Import-data-MatchData-20260205-182919.png
An example illustration of the "Match data" step of the Import data feature.

Step 2.3 Configure Import Options

Click Next Step to configure how user data is processed on the “Import Options” page before executing the import.

Import Options

Select import action:

  • Import new users (Select to import new users)

  • Update existing users (Select to update existing users)

Match user by field:
Select the identifier to find existing accounts for updates:

  • Email (Recommended)

  • Employee ID

  • Username

Additional Settings

Setting

Description

Available Options

When a username is not provided:

Defines the source for the username if the file column is empty.

  • Use the email address as the username

  • Automatically generate a username

When a password is not provided:

Determines the password set for new accounts.

  • Skip setting a password

  • Generate a password for the user(s)

When users to be updated already have group assignments:

Controls how to handle existing groups during an update.

  • Keep users in their existing groups

  • Remove all existing group assignments

Add ungrouped users to a selected group:

Assigns a specific group to any user in the file without group data.

Default group (or Selectable from dropdown)

When license assignments are not specified:

Determines license/subscription assignment if the file column is empty.

  • Do nothing

  • Assign users a subscription (Selectable from dropdown)

Notification options:
Configure automated emails sent to users about their account status.

  • Notify users if their account has been created

  • Notify users if their account has been updated

Import-data-settings-20260205-185749.png
An example illustration of the "Import options" of the Import data feature.

Step 3: Finalize and Run the Import

Finalize and Import
Review all configured settings thoroughly. Once confirmed, click “Save” or “Start Import” to begin processing the job. The import will appear in the main job table where you can monitor its progress and download the result reports for Created, Updated, and Failed records.

3.1 Start and Monitor the Import

After clicking “Start Import,” the system validates and processes the data. A notification confirms when the job processing is completed.

Monitor the job’s status in the main Import User Data table. Once processing is complete, the table will display the final counts for Created, Updated, and Failed records.

3.2 Download Results and Reports

Click on any of the count numbers (Created, Updated, Failed) to download a detailed Excel report for that category. These reports allow you to review successful imports and analyze any errors.

3.3 Manage Import Jobs

  • Queue Multiple Jobs: You can upload additional files while others are processing. The system will queue and run them sequentially.

  • Stop a Job: To cancel an import in progress, click the red “Stop” button next to that job in the table.

  • Verify Data: Navigate to the Users tab to review the newly imported or updated accounts and make any necessary manual adjustments.

Once import process is completed. You can also click the File Name in the job table to open the system-generated results or use the excel generated reports to verify results and address any failed records. After successful import, verify the changes from the User List and individual User Profiles.

Import-data-completed-20260205-191714.png
An example illustration of the final validation table after the import file has processed.

Conclusion

In conclusion, the Import User Data is a powerful and efficient feature essential for KnowledgeCity LMS administrators. It enables swift, bulk management of user profiles, ensuring data remains accurate and current while saving significant administrative time. By following the outlined steps, you can streamline user enrollment and updates effectively. For advanced automation needs, such as SFTP or custom integrations, your KnowledgeCity Success Team is available to provide further support.

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