Importing users

Last modified: 2018-03-06 14:13:20 +0100

If you click the tab Users there is a link Import users. Click this and you can upload a file on the following page.

These are the columns that you can use in the import file for users. You will have to save it as a CSV file. You can use the example file at the bottom of the article to fill in the user data and import it.

Gender - Optional
Enter the gender here, the options are "male" and "female".

Title - Optional
This is the title, e.g. "Mr."

ExternalID - Optional
If you use our API or an external system, you will need to enter an external ID here. Add an External ID for an User here.

Enter the first name here.

MiddleName - Optional
Enter the middle name here.

Enter the last name here.

Fill in the e-mail address. If you use user names to log in instead of e-mail addresses, enter the user name here.

Password - Optional
Enter the password here.

ForcePasswordChange - Optional
Fill in "yes" if you want to force users to change password on first login

Email - Optional
Enter the e-mail address here.

Initials - Optional
Enter the initials here.

Function - Optional
Enter the function of someone within a company.

Company - Optional
Enter the name of the company.

DateOfBirth - Optional
Enter the date of birth.

Warning: The correct format is yyyy-mm-dd. Excel will automatically adjust this when opening the file. Choose a Text-format in excell rather then a Date-format. This will help get the formating for the date of birth right. Please make sure you're saving this in the right format, before importing.

TelephoneNumber - Optional
Enter the telephone number.

CellPhoneNumber - Optional
Enter the cellphone number.

Address - Optional
Enter the address.

Zip - Optional
Enter the ZIP/Postal code.

Residence - Optional
Enter the place of residence.

Country - Optional
Enter the country.

Custom1 - Optional
If aNewSpring added an extra field to your learning environment, you can enter the value for this field here.

Custom2 - Optional
This works the same way as Custom1 and Custom2.

Custom3 - Optional
This works the same way as Custom1 and Custom3.

Enter the user's role here, these are the options:


Course - Optional
Enter the name of the course with the exact same spelling (and spaces/special characters).

Locale - Optional
You can specify a language for the learner. If you leave this column empty, the default language of the learning environment will be used.
These are the options:

  • da (Danish)
  • en (English)
  • nl (Dutch)
  • de (German)
  • fr (French)
  • it (Italian)
  • es (Spanish)
  • zh (Simplified Chinese)
  • sv (Swedish)

Group - Optional
Add learners to a learner group. Enter the external ID of an existing learner group with the exact same spelling. External ID's for learner groups have to be added first in the platform itself.

SubEnvironment - Optional
Add the name of the sub environment to link users to it. You can find it at the tab 'Settings' when you have the tenant role. This will only work when you are using submanagement in aNewSpring.

You can find a pre-filled example attached to this article.

If you uncheck the option Ignore empty fields when updating, you can leave the column "Password" empty and a password will be generated for the user when importing the file if you have selected the option Generate passwords.

How do I import the users?

Select the CSV file with the learners you want to import. Choose the right encoding when importing:

  • If you have created the import file in Microsoft Excel on a Windows computer, the encoding should be 'windows-1252'.
  • Of you created the import file on a Mac of if you have exported the list via 'Users' and want to import it again, you have to choose for UTF8-encoding.
  • The cells in your file will be delimited by either a comma (,) or semicolon (;). Apple computers, Windows 8 and above and other Windows versions in English speaking and most Asian countries usually separate columns with commas (,). In other cases the cells are separated with semicolons (;). If you're not sure, you can open the CSV file in Notepad and check.

Make data visible for the user and/or administrator

Not all data is not by standard visible at the user data. We can turn this on or off for you. If you contact us about it, please let us know which fields should be visible and adjustable for whom and also which fields should be obligatory.

The data can be visible for:

  • The administrator
  • The user
  • In the user profile (which makes it also visible for other users and instructors)

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