How can I enrol people or import enrolments via a spreadsheet (CSV)?

Within your Tribal Habits portal there will be times where you need to manage users, enrolments or other data in bulk. This can be done via our "Bulk upload or enrol" feature which allows admins to use CSV spreadsheets to manage data in bulk.

Admins can navigate to the People menu in the admin area and use the "I want to..." menu on the top right of the page to select "Bulk upload or enrol". There are a variety of data imports available via this feature. Please see this article for an overview of the choices.

In this article, we review uploading enrolment data via a CSV - either new enrolments or historical enrolment data (perhaps as part of a data migration project). You can review other methods of enrolment in this main enrolment article.

There are two options for uploading enrolments.

The Enrolments upload follows four steps:

In Step 1, select either Enrolments or People & Enrolments. Both of these types of uploads work the same way for enrolments.

You will need to create your CSV for the upload. There is a template CSV you can download for this type.

Your CSV will need

You add up to five new columns for enrolments - Enrolment Code 1 - 5. In each column you can paste an enrolment code beside a user - so up to five different enrolment codes for each user (on each upload).

This allows you to enrol a user into five different types of knowledge in one upload - 5 topics or 5 pathways or any combination (1 pathway + 4 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.

You can now upload your CSV (only standard CSV files are accepted).

You now need to map your CSV to your fields in Tribal Habits and select a few key settings.

Select the column which will be used as the identifier. This can be user name or email (since both are unique to each user). Your CSV needs at least one of these fields.

Now review each column in your upload and select which Tribal Habits 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.

Please check that you have mapped all columns in your upload to your fields, or selected 'Ignore this column' if not required.

Your upload will now be processed. You can return to other tasks or go to the overview page to see the results of your uploads and any errors.

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).

If there 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.

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:

In the Access tab for each topic 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.

Each enrolment code can have a single word added to the end to trigger different outcomes.

In all cases for the above enrolment codes...

In addition to the above enrolment codes, you can also set or update dates during the upload. This can be done by adding additional columns of dates and mapping them to the respective enrolment code. This may be done to override existing date settings for specific users or to undertake a mass update of dates.

You can use three different date columns during the upload. Dates can be set as dd/mm/yy, dd/mm/yyyy or yyyy-mm-dd.

In addition to the above enrolment codes, you can also set the inclusion (or exclusion) of enrolment from any recertification process enabled for that topic or pathway by adding another column for Recertify in your CSV (e.g. Enrolment Code 1 Recertify). The data for this column must be Yes or No if it is included.

By default, all enrolments are included in recertification processes, so this column is not required unless you plan to exclude some enrolments from the recertification process.

When excluded (set to No), it means those enrolments will not trigger retake enrolments from any recertification settings in that topic or pathway.

In addition, you can also update the skill attained for completed enrolments. This may be done when you have assigned a skill to a topic or pathway and now want to update previously completed enrolments with that skill.

You can update skills using the -UPDATE code and then create a new column called Skill Attained. During the upload people process, map your Skill Attained column to the Enrolment Code X Skill Attained field as needed.

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.

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 but you want to exclude these people from recertification in the second topic.

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.