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

You can use a spreadsheet (CSV) to import enrolments (new or historical) into topics or pathways.

Lou Monsour avatar
Written by Lou Monsour
Updated over a week ago

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.

Which type of import should I select to create or update enrolments?

There are two options for uploading enrolments.

What are the steps in uploading enrolments?

The Enrolments upload follows four steps:

  1. Select the type (Enrolments or People & Enrolments).

  2. Upload your CSV.

  3. Map the columns in your CSV to the fields in your portal.

  4. Process the upload.

Step 1 - Type

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.

NOTE: The template CSV contains ALL POSSIBLE fields to use during your import. You do not need to use all fields - this is just a template with all possibilities. Ultimately, just use the columns/fields you need for your import.

What columns/fields are required for an upload of enrolments?

Your CSV will need

  • An identifier - Either user name or email (since both are unique to every use, either can be used as the identifier)

  • At least one Enrolment Code (see below)

  • Any additional Enrolment Codes (you can upload up to 5 codes at once)

  • Any associated dates with each Enrolment code (due dates, completed dates or certified dates)

How can I enrolment a user in multiple topics or pathways at once?

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.

Step 2 - Upload

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

Step 3 - Map

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

Identifier

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.

Mapping

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.

Checklist

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

Step 4 - Process

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).

What if there are errors?

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.

NOTE: Rows with errors will not be processed. This 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 (remember that new users will not be created in this process).

  • Enrolment Code does not exist. Please recheck the enrolment code and ensure you are using one of the entire codes.

What are the enrolment codes?

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.

  • 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.

  • RETAKE (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.

  • COMPLETED (e.g. TH-9-456-COMPLETED). This is a special code. ALL people listed in the spreadsheet with this code will be enrolled in the topic and immediately set to completed. Both existing and new enrolments will be set to completed. This code is useful to update large groups of existing people and set their enrolment to completed or to upload previously completed training records into a matching Tribal Habits topic.

  • UNENROL (e.g. TH-9-456-UNENROL). This is a special code. This code will unenrol any people listed in the spreadsheet from the selected topic or pathway. This code can be used to complete a large (bulk) unenrolment process, when manually unenrolling may be difficult.

  • 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 OR apply a skill to an existing completed enrolment (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 COMPLETED, the completed date will be set as the date of upload. Due Dates and Certified Dates will be applied as normal. See below for more.

How can I update or set due dates, completion dates or certification dates when I upload enrolments?

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.

  • 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).

  • Completed Date - Optionally used with COMPLETED and UPDATE to set a specific completed date. This can be in the past as part of an upload of previously completed training.

  • Certified Date - Optionally used with COMPLETED and UPDATE to set a specific certified date as part of the upload. This date will only work if the knowledge is already completed (or is set to COMPLETED as part of the upload). Once again, this can be useful for uploading previously completed training records.

How can I update or set inclusion or exclusion from recertification when I upload enrolments?

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.

How can I update skills attained when I upload enrolments?

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.

NOTES:

  • You can only update a single skill this way.

  • You can only apply a skill that already exists in your portal.

Enrolment 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.

  • User name or Email (either can act as the identifier)

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

  • User name or Email (either can act as the identifier)

  • Enrolment Code 1: TH-9-456-NEW

  • Enrolment Code 1 Due Date: 30/11/20

  • Enrolment Code 2: TH-9-123-NEW

  • Enrolment Code 2 Recertify: No

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.

  • User name or Email (either can act as the identifier)

  • Enrolment Code 1: TH-9-456-COMPLETED

  • Enrolment Code 1 Completed Date: 30/11/20

  • Enrolment Code 1 Certified Date: 30/11/21

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