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How do I import a CSV of users, training or data?
How do I import a CSV of users, training or data?

Tribal Habits supports CSV imports and bulk uploads of people, enrolments, training data and more.

David King avatar
Written by David King
Updated over a week ago

As the Admin of your Tribal Habits portal, there will be times when you need to manage users, enrolments, or other data in bulk. The "Bulk upload or enrol" feature 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".

NOTE: Only Super, Standard, Knowledge and Instructor Admin access levels can access the bulk upload / import CSV function. Even then, there are additional restrictions on the types of uploads / imports available to each admin access level.

What types of data can be uploaded / imported?

The bulk upload feature supports a range of data imports depending on your admin access level and organisation subscription. Note that some data options below are still in development and may not be released yet.

Click on each type of upload to learn more about the process for that import.

  • People - Super and Standard Admins - Create or update users, including custom fields, role assignments and various access settings.

  • Enrolments - Super, Standard, Knowledge and Instructor Admins - Create or update enrolments, including setting to complete and updating dates.

  • People & Enrolments - Super and Standard Admins - Create or update users as well as create or update enrolments in the one upload. See the People or Enrolments imports (since this is just a combination of those).

  • External - Create or update external knowledge records.

  • Groups - Create or update the list of Groups.

  • Lists - Create or update items in Custom Field List types.

  • Tokens - Create or update self-registration tokens.

  • Roles - Create or update Roles.

  • Competencies - Create or update Competencies.

  • Skills - Create or update Skills.

What is the general process for a bulk upload / import?

Each type of upload follows the same broad process.

  1. Select the type of import.

  2. Upload your CSV.

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

  4. Process the upload.

  5. Review the results (and any errors).

How can I view the results of an upload and our history of uploads?

Admins can view the results and history of an upload by navigating to Admin > People > then clicking on the Import tab to see a table of previous uploads.

NOTE: Super Admins can see all uploads by all users. Other admins can only see their own uploads.

In this table, you can see...

  • Type: The type of upload (matching one of the choices shown above).

  • Person: The admin who initiated the upload.

  • Status: Either Processing, Complete with errors or Complete.

  • Date: When the upload occurred.

  • Records: How many items were processed by the upload. You can also access the file used in the upload (to verify exactly what was uploaded).

  • Errors: How many items returned an error. You can also download a file showing the rows with errors and their error messages. This makes it easy to fix those rows and re-upload the changed data.

What if the upload has errors? How is that handled and fixed?

The 'Errors' column will indicate if your uploaded file has some incorrect data that you will need to fix and then re-upload. To view the error report, click on the error link and then scroll across to the very last column in your .csv file which provides details on the errors.

Fix your .csv file according to the instructions in the error column for each user record that has errors. Note - You may see that a user record has multiple data errors.

Remove the error column once you have completed this step (along with any other blank columns), save your new .csv file and upload again. Complete the steps until your upload status becomes 'Complete'.

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