The Requirement element allows you to collect and manage learner-provided evidence (such as licences or certifications) using structured fields, optional assessor review, expiry settings and dedicated reporting. Requirements are often uploaded manually by the learner; however, admins can also import them in bulk through a CSV import.
Note: You can only upload records for one Requirement within one Topic at a time. If you need to add to multiple Requirements, you’ll need to complete multiple seperate uploads. If you haven’t yet set up a Topic with a Requirement element, refer to our article on the Requirements element.
What are the general steps for importing Requirements?
Select the Requirements import type and click Continue.
Upload your CSV.
Select the Topic and Requirement to import each record into.
Map the columns in your CSV to their corresponding system fields.
Set the Requirements with either the Pending or Passed status.
Process the upload.
Step 1 - Select import type
Navigate to People, then click the I want to button, followed by Bulk upload or enrol. Select the Requirements upload type.
From here, you can either download the Requirements import template and fill the necessary fields or provide your own CSV if you have prepared one.
Which columns/fields should I include in my CSV?
All Requirement imports require at least the name and date obtained fields, along with a way to identify the user (email or user name). The name field in your CSV must be an exact match with the name listed on the Requirement element you are importing to.
Beyond this, the additional required fields simply depend on which fields have been selected in the settings of the relevant Requirement element. These fields are considered mandatory (other than the notes field) and will need to be filled out in the CSV, even if they have been prepopulated in the element already.
Note: Data in some fields can be typed with any string of text, but others are a 'list' type field, meaning you need to input data that corresponds to one of the existing list options (i.e. typos will result in errors due to a mismatch).
The available template includes all possible fields for a Requirement element. Only the applicable fields need to be populated. You can remove unused fields from the sheet.
Note: The details of each field are outlined in our Requirements element guide.
Step 2 - Upload CSV
You can then upload your CSV (only standard CSV files are accepted). Click Continue, followed by choose your file.
Important: Each user included in your CSV must already be enrolled in the Topic the Requirement belongs to. If a user is not enrolled in this topic, the import will fail.
Step 3 - Select Topic and Requirement
You will be taken to the mapping screen - start by selecting the Topic and Requirement you will be updating with your CSV data. You can only update one Requirement, from one Topic, at a time.
Step 4 - Map fields to columns
Identifier
Choose the column that will be used to identify each user; this can be user name or email.
Mapping
Now review each column in your upload and select which Tribal Habits system field to map the data to. Select Ignore this column if a column does not need to, or cannot be, mapped. All CSV columns must be mapped or ignored.
Checklist
Ensure the mapping checklist shows all green ticks before proceeding.
Step 5 - Upload as Passed or Pending
Choose which status the Requirements will be created with. For Requirements that have been set up for assessor review, leave in the Pending status. If the Requirements from your import have already been reviewed, or does not require one, set to Passed.
Step 6 - Process
Now click Start import. You'll then have the option of returning to the overview to review the progress of your import and confirm it has worked.
On the overview page you can view your uploads (Super Admins can see uploads from all users, while other admins access levels can only see uploads of their own).
Handling import errors
If there are errors in your upload, you will see an Errors file to download on the overview table and a number of errors. Admins can download that Error file, which is a CSV containing each row in the upload which had an error.
Note: Rows with errors will not be processed. An error means users were not updated and enrolments were not processed.
The final row of the CSV will outline the errors in that row. Admins can fix those errors and reupload the file with the fixed rows to import those users.
Common errors include:
User name or email does not exist. Please recheck the identifier used to ensure it matches an existing user.
One or more required fields are missing.
Requirement not updated due to one or more users not being enrolled in the topic.
How can I migrate External Knowledge records across to a Requirement element?
If you previously used External Knowledge and would like to migrate records into Requirements, you can do so using a CSV export and re-import process. This allows you to reuse the existing record data and, where applicable, attach existing evidence files.
Steps:
Go to Admin → Knowledge → External Knowledge.
Select the relevant records and download the CSV export.
Use the exported data to build your Requirements import CSV, reusing any fields that have a corresponding Requirement field.
If the external knowledge record includes an uploaded file, include the Evidence ID in your Requirements CSV.
Upload the Requirements CSV using the standard Requirements import process, as outlined in this article.
When migrating External Knowledge to Requirements, will the attached evidence file move across too?
Attached evidence files can move across when migrating External Knowledge into Requirements, provided the migration is completed using the Evidence ID during the CSV import.
How this works:
When you download External Knowledge records, the CSV export includes an Evidence ID field.
This Evidence ID is the database ID of the first file attached to each external knowledge record.
If you include this Evidence ID in your Requirements import CSV, the system will attach the existing file to the Requirement automatically.
What to be aware of:
Evidence ID can only be used when migrating from External Knowledge to Requirements.
If an external knowledge record has multiple files, only the first file is supported.
If no Evidence ID is included, the Requirement will still be created, but no file will be attached.
When included correctly, the evidence file will be visible to learners, admins, assessors, and managers within the Requirement.