If you need to add a group of people at once, for example a new intake from a spreadsheet, you can use Import users to add them, update anyone who's already on your user list, and optionally assign training and send sign-in links in the same flow.
How to start an import
Go to Manage → Users.
Click Import users in the top right (see below).
Tip: You can also start an import from inside a team. Everyone you import will be added to that team.
How to choose how people sign in
On the Configure step, choose Via phone number or Via email address (see below).
Phone numbers need the country code (e.g.
+254712345678).Via email address is only available if email sign-in is turned on for your organisation. If it's greyed out, that's why.
Click Continue.
How to add your users
You can either type people in, or upload a CSV.
Every person needs a phone number or email (depending on what you chose above) and a role. The role must already exist in your organisation.
You can also tick optional columns on the left to include them, such as Team, First name, Last name, Full name, Custom ID, National ID, Gender (
maleorfemale), Country (e.g.Kenya) and Admin of teams (separate multiple teams with commas, e.g.Team 1, Team 2).If your organisation has custom user groups, these appear under Custom columns.
To upload a CSV:
Tick the columns you need on the left.
Click Download csv template.
Replace the example row with your people. Keep the header row as it is.
Click Upload data from file and choose your
.csvfile.
Tip: If your spreadsheet removes the + from phone numbers, put a ' in front of the number (e.g. '+254712345678), just like the example row in the template.
What happens when Learn.ink checks your data
Learn.ink compares your list with your existing users. If everything matches, you'll move straight on to the next step.
You'll be stopped here if:
Some rows are invalid. You can export them, then either click Ignore invalid rows to carry on without them, or go back and fix the file.
Some values don't match. For example, a role, team or group name that doesn't exist in your organisation. Click Continue to import without those values, or go back and correct the names.
How to import new users
Review the list of people who aren't already in your organisation (see below). Click Export if you want a copy.
Click Import users.
Once it's done, you'll see how many users were added. Click Continue.
If some people couldn't be imported, they'll be listed with the reason. Everyone else will still be imported.
How to assign training to your new users
If you have a launched learning path (or course assignment is turned on), you'll be asked whether to assign training straight away (see below).
Click Create an assignment.
Choose a learning path or course, set the start date (and due date for a course), then click Assign.
Or click Maybe later to assign training from the user list afterwards.
How to send sign-in links
If messaging is turned on for your organisation, you can send your new users a link to activate their account.
Click Send sign in links. Links are sent within a couple of minutes.
Or click Maybe later to send them from the user list afterwards. If any links can't be sent, you'll see who and why, and you can download the list.
How to update existing users
If someone in your file is already in your organisation but some of their details are different, they'll appear here with the changes highlighted in green.
Click a row to include that person.
For each column, choose how to apply the new value: Replace or Add if empty. For teams and tags, you can choose Add, Replace, Overwrite or Overwrite some.
Click Update users, or Skip update to leave them as they are.
Good to know
People are matched by phone number or email, not by name. If someone already has that phone number or email, they'll be updated rather than added again.
Roles, teams and groups must already exist. The import won't create new ones.
You can mix new and existing people in the same file.
Click Restart at any time to clear everything and start again.