How to Import Course Progress

Summary

The Progress Import feature is responsible for importing course progress for users. It allows admins to import using a course ID.

Introduction

The purpose of this feature is to streamline progress management by enabling admins to:

• Import course progress for multiple users at once.

• Update existing progress records using a Course ID.

• Maintain data consistency across integrated systems.

Requirements

Before using the Progress Import feature, ensure that the following conditions are met:

1. Admin Permissions

   • You must have standard administrator access in the LMS to use the Progress Import tool.

   • Only users with the appropriate permissions can upload or modify progress data.

2. Valid Course IDs

   • Each course must have a valid Course ID in the system.

   • If the ID doesn’t exist, the system will automatically create a new external course during import.

3. Verified User Accounts

   • All users listed in the import file must already exist in the LMS.

   • The system matches users by email address.

4. Formatted Import File

   • Use the official Progress Import Template, which can be downloaded directly from the LMS.

   • Ensure the file includes all required columns:

     • Course ID

     • Course Name

     • User Email

     • Begin Date

     • Overall Progress

     • Completed At

     • Is Passed

   • File must be in Excel format.

5. Date Format Consistency

   • Dates must be provided in the supported date-time format recognized by the LMS.

   • Incorrect or mixed formats can cause data rejection.

6. Clean Data

   • Remove duplicates and verify course IDs before upload.

   • Ensure there are no empty or malformed rows.

Steps to Follow

Access the Import Course Progress Feature

1. Log In:
   Log in to the KnowledgeCity LMS as a Super Admin or an Administrator with access to the Import Data page.

2. Navigate to Import Data:
   From the dashboard or left-side navigation panel, select Import Data.
   On the Import page, choose the Course Progress Import option.

3. Download the Import Template

• Click on the Download Template button located in the top-right corner of the Import page.

• The downloaded Excel file will include all required column headers for mapping course progress data.

• This ensures your upload file matches the LMS data format.

The Progress Import Template includes fields for both course details and user progress information.

• Essential fields (required for successful import):

  • Course ID

  • Course Name

  • User Email

  • Begin Date

  • Overall Progress

  • Is Passed

  • Completed At (required for completed courses)

• Optional fields:

  • Course Description

  • Employee ID

  • Username

  • Score Percent

  • Certificate URL

  • Spent Time

  • Watch All DateTime

  • Score DateTime

Tip:

• Use accurate course and user identifiers to prevent mismatches.

• Non-essential columns can be deleted if not used.

4. Fill In and Review Your Data

• Open the Template:
  Input all relevant course and user progress details.

• Ensure Accuracy:

• Match user accounts by email address.

• Verify that Course IDs are valid.

• Confirm date formats (2025-01-25).

• Save the File:
  Save your updated file in one of the following supported formats:

• Excel (.xlsx)

• CSV (.csv)

• Open Document Spreadsheet (.ods)

5. Import the File

• Upload the File:
  Click the Import Data button at the top right or drag and drop your completed file into the import area.

• Configure Import Options:

• Choose User or Course progress.

• Browse the excel file from your system.

• Click Save.

6. Start the Import

Import Rules

• A new External course will be created based on the file. If the course already exists, student progress will be updated. For courses of type Lesson, no new course will be created; progress will be imported only if the course already exists.

• Progress applies only to existing students. Missing ones will be skipped.

• Rows with certificates are highlighted in green. Rows without certificates will be also imported. ( Only External courses )

• Monitor the Progress:

• Import data dashboard will indicate that validation is in progress.

• The page will display the number of records created, updated, or skipped.

• Any errors (e.g., “User not found” or invalid course IDs) will be logged in the background job for review.

Expected Result

Successful Import Confirmation

• The system displays a notification confirming that the import file was validated and processed successfully.

• The import summary table lists:

  • The name of the uploaded file.

  • The total number of records processed.

  • Counts of users updated, courses matched, and any errors or skipped entries.

Course & User Progress Updates

• The system either updates existing courses or creates new ones (if a matching External Course ID was not found).

• For each user:

  • The LMS shows updated course progress percentage (up to 100%).

  • The completion status and pass/fail indicators are updated.

  • The corresponding dates (begin, end, pass) and certificate issue date are reflected in reports.

Visible Updates in LMS

• The affected users’ dashboards show their updated course progress and completion certificates (if applicable).

• Admin reports and analytics reflect the newly imported data.

Troubleshooting

If something can go wrong, list common issues and quick fixes.