Advice and answers from the Tribal Habits Team

How can I enrol people into knowledge via a spreadsheet?

You can use a spreadsheet (CSV) to upload people and enrolments into topics, articles and/or pathways.
Written by Rolf Lawrenz
Updated 3 months ago

An excellent way to manage large enrolments is via our Upload People function. The basics of the Upload People function are explain in this article. Essentially, you create a spreadsheet of users and then upload them into the portal.

While this process can create and update user information, it can also contain 'enrolment codes' to enrol people into knowledge.

In the Access tab for each topic, article and pathway, there is a dedicated panel for the CSV upload process. It includes a range of enrolment codes to trigger different outcomes in the Upload People process.

You can review other methods of enrolment in this main enrolment article.

What is the overall process?

Let's begin with some overall key information about this process.

  • Each topic, article and pathway in Tribal Habits has a unique code (e.g. TH-9-456) as outlined in the Access tab. 
  • You can use that code to trigger enrolments via the Upload People function.
  • Prepare the usual CSV upload for your people with columns for first name, last name, user name and email (or just download a CSV of your existing people).
  • You can then add up to three new columns for enrolments - Enrolment Code 1, Enrolment Code 2 and Enrolment Code 3. In each column you can paste an enrolment code beside a user - so up to three different enrolment codes for each user (on each upload). This allows you to enrol a user into three different types of knowledge in one upload - 3 topics or 3 articles or 3 pathways or any combination (1 pathway + 2 topics for example). You can enrol different users into different knowledge too. So User A could have the codes to Topics 1, 2 and 3 while User B has the codes for Pathways 1, 2 and 3.
  • As you use the Upload People function, match your columns to the Tribal Habits fields of Enrolment Code 1, Enrolment Code 2 and Enrolment Code 3.
  • Upon upload, those people will then be enrolled in the matching topic, article or pathway (and any initial notifications will be triggered).

Let's now review the range of enrolment codes. Each enrolment code can have a single word added to the end to trigger different outcomes. 

  • NEW (e.g. TH-9-456-NEW). This code is the standard upload code. It will ignore anyone already enrolled in the selected knowledge (since they are already enrolled) and enrol anyone else listed in the spreadsheet with this code. This is the usual enrolment code used for normal new enrolments.
  • RESET (e.g. TH-9-456-RESET). This code is a special code. If someone is already enrolled in the selected knowledge and given this code in the spreadsheet, it will reset their existing enrolment. This will delete their current enrolment and trigger a new enrolment for them ('delete and start again). Anyone else listed in the spreadsheet with this code will be given a new enrolment as normal.
  • RESET (e.g. TH-9-456-RETAKE). This code is a special code. If someone is already enrolled in the selected knowledge and given this code in the spreadsheet, it will retake their existing enrolment. This will keep their current enrolment and trigger a new enrolment for them ('keep and start again). Anyone else listed in the spreadsheet with this code will be given a new enrolment as normal.
  • CONQUERED (e.g. TH-9-456-CONQUERED). This is a special code. ALL people listed in the spreadsheet with this code will be enrolled in the topic and immediately set to conquered. Both existing and new enrolments will be set to conquered. This code is useful to update large groups of existing people and set their enrolment to conquered or to upload previously completed training records into a matching Tribal Habits topic. 
  • UPDATE (e.g. TH-9-456-UPDATE). This is a special code. This code will NOT create any new enrolments. It will only update the dates for existing enrolments (see below). 

In all cases for the above enrolment codes...

  • All existing notifications will be triggered (enrolment and completion). You should temporarily disable any notifications which you do not want sent prior to any upload.
  • All existing date settings will be triggered. For CONQUERED, the conquered date will be set as the date of upload. Due Dates and Certified Dates will be applied as normal. See below for more.

In addition to the above enrolment codes, you can also override the existing date settings during the upload by adding additional columns of dates and mapping them to the respective enrolment code. You can use three different date columns during the upload.

Dates can be set as dd-mm-yy or dd-mm-yyyy.

  • Due Date - Optionally used with NEW, RESET, RETAKE or UPDATE to override the existing due date and set another due date as part of this upload. The date can be different for each explorer in the upload (e.g. assigning due dates which equal the starting date for each new employee).
  • Conquered Date - Optionally used with CONQUERED and UPDATE to set a specific conquered date. This can be in the past as part of an upload of previously completed training.
  • Certified Date - Optionally used with CONQUERED and UPDATE to set a specific certified date as part of the upload. This date will only work if the knowledge is already conquered (or is set to CONQUERED as part of the upload). Once again, this can be useful for uploading previously completed training records.

Let's consider some scenarios. In all cases, we'll use the topic with the code TH-9-456.

First, you just want to upload a group of people and enrol them in a topic with the existing due date settings for that topic. So you would need a spreadsheet with these columns.

  • First name
  • Last name
  • User name
  • Email
  • Enrolment Code 1: TH-9-456-NEW

Second, you want to upload a group of people into the same topic but with a different due date from the standard setting as this group of people needs extra time to complete the topic. You also want to enrol them into a second topic where the existing due date setting is OK.

  • First name
  • Last name
  • User name
  • Email
  • Enrolment Code 1: TH-9-456-NEW
  • Enrolment Code 1 Due Date: [dd-mm-yy]
  • Enrolment Code 2: TH-9-123-NEW

Third, you want to upload a group of people who have previously completed similar training to this topic and set their training history as completed. They did the training on 30 November 2020 and have a certified date for 30 November 2021.

  • First name
  • Last name
  • User name
  • Email
  • Enrolment Code 1: TH-9-456-CONQUERED
  • Enrolment Code 1 Conquered Date: 30-11-20
  • Enrolment Code 1 Certified Date: 30-11-21
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