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How to bulk upload learners

Add multiple users to the system at once by uploading a spreadsheet file using the bulk upload template.

Add multiple users to the system at once by uploading a spreadsheet file. This is useful when onboarding new starters, migrating users from another system, or setting up a large group of learners.

Before you start

Please ensure:

  • You have downloaded the bulk upload template from the system
  • Each user has a unique username and email address
  • The file is saved as a .CSV file before uploading

Bulk upload users

  1. From the menu on the left side of the page, select Users, then click Bulk Add Users.
  2. Click Download Template to download the spreadsheet.
  3. Open the spreadsheet in Microsoft Excel.
  4. Complete the spreadsheet with the details of each user you would like to add.
  5. Save the file as a .CSV file on your computer.
  6. Click Choose file, select the saved file, and upload it.
  7. (Optional) Tick Send email to users to notify them of their registration if you would like users to receive login details automatically.
  8. Click Import.

The upload may take more than a minute, depending on the size of the file.

Important tips

  • Do not delete the header row in the spreadsheet
  • Commas are not allowed in the data and will disrupt the upload process
  • Each username must be unique
  • The file must be saved as a .CSV file before uploading

Required fields in the spreadsheet

The following fields must be completed for each user:

  • UserLoginName — The username used to log in to the system
  • UserFirstname — The user’s first name
  • UserLastname — The user’s last name
  • UserEmail — The user’s email address
  • UserRole — Enter 1 for Learner or 3 for Administrator

All other fields are optional unless required by your organisation.

Common optional fields

These fields are frequently used to support reporting and filtering:

  • UserJobTitle — The user’s job title
  • UserDepartment — The user’s department
  • InternalFirmID — Employee ID or internal reference number
  • CountryId — Country code (for example, 223 for United Kingdom)
  • Accreditations — Enable accreditation tracking where required

Providing additional information improves reporting and user management.

Send registration emails (optional)

If the Send email checkbox is selected during upload:

  • Users will receive an email confirming their registration
  • The email will include login details and instructions
  • Users will be able to access the system immediately

If the checkbox is not selected, users will still be created but will not receive a notification email.

Troubleshooting

If the upload fails, check the following:

  • The file is saved as a .CSV file
  • The header row has not been deleted
  • There are no commas in the data fields
  • Required fields have been completed
  • Usernames are unique

If the issue persists, please contact support@vinciworks.com.