Import Users in bulk (simplified)

1 Create and format your Import File
2 Create an Import Profile
3 Run your Import

Related Helpguide Pages

Learn how to add hundreds of Users to your platform at once from a spreadsheet, using your in-built platform import tool!

If you need to add several Users to your platform quickly and with minimal hassle, our simplified User Import tool is here to help!

By importing only the essential information, this tool ensures that your Users are ready for bookings faster, with fewer steps and less chance of errors.

This guide will take you through the simplified import process of 4 key columns, making it easier than ever to prepare your Users for success.

If you would prefer to learn how to complete a comprehensive User import with lots of data and multiple columns, please see our other guide - Import Users In Bulk

Whether you're onboarding new employees, booking Delegates onto a Course Date, or managing User information, this guide will help you navigate the import process with ease. We'll cover everything from preparing your CSV data file to troubleshooting common issues, ensuring a smooth and successful import experience.

Follow this page to learn the steps to Import Users.

Please note

The Import tool is available to Super Administrators, if you are not able to access the Import options please speak to a member of the accessplanit team.

Create and format your Import File

This step will show you how to create a .csv file that contains all of the information needed for your Users import

To create and format your Import File, you will follow these steps:

Download the User Import Template File (included in this guide)
Populate the User Import Template File
Save as a .csv file

Download the User Import Template File

In this step, you will download our template file for User Imports.

There are two files to download to support your import, there is a reference spreadsheet which you can look at to understand the import options, and there is an import template which you will edit and fill with your import data.

Please download our ‘BLANK’ User Import Template here (this is the file you will add your import data into):
Please download our reference Import Profile here to view all of the options for your Import File:
1. All mandatory fields are shown in Red
2. All optional fields are shown in Grey
3. This file is a reference file only

Populate the User Import Template File

This step will take you populating your Import File with your User data, ready for importing into your platform!

Using the 'EXAMPLE User Import Template’ file as a reference, add your User data into your 'User Import Template’ file
The table below outlines each column that you can include in your BLANK Import File:

Column	Description	Format	Rules
CompanyID Mandatory	The Account ID This can be found by adding the ‘Account ID’ column to your Account DataGrid	Text	The Account ID must match an existing Account ID in your platform You can find the steps for adding a DataGrid column in our dedicated guide
Forenames Mandatory	This is the User's Forename	Text
Surname Mandatory	This is the User's Surname	Text
Email Mandatory	This is the User's Email Address	Text	If multiple Users share the same Email Address, Please contact a Member of the accessplanit Team

If your organisation/business operates using Languages where the following special characters are present - Č, Š, Ž and Ć - and you wish to use the importer to upload content containing these characters to the platform - you will need to contact the accessplanit Support Team.

Save as a .csv file

This step will take you through saving your User Import File into the file format needed for the import tool

Once you have all the information you require within your Import File, you can then save it as a .csv file
Within Excel, click the ‘File’ option in the top left-hand corner
Click ‘Save as’
Using the drop-down box under the file name, select CSV (comma delimited) (*.csv) and name your file (for example ‘User Import’)
Click the ‘Save' button to complete the Save

Your Import File has now been saved, ready for importing.

Please Note
If your organisation/business operates using other Languages, when saving a .csv file, ensure that the document is saved with ‘,' rather than ';’ as this can prevent the document from Importing

Create an Import Profile

This step will run through how to create an Import Profile in your accessplanit platform, to use when importing Users.

You will be able to reuse this profile each time you import Users using the same file structure (i.e. the same columns of data are included).

Open the ‘Administration’ menu from the Profile options at the top-right of your platform
Scroll down the page until you find the ‘Import Profiles’ menu option
The menu is in alphabetical order
Click on the ‘Import Profiles’ option to be taken to the Import Profiles page
Click the ‘New Profile’ button at the top right corner of the page to create a new Import Profile
Provide a ‘Profile name’ for your Import Profile
We advise providing your Profile with a unique name so that's easily identifiable
Select ‘Users’ as your import ‘Destination’, this lets the Platform know that you will be importing User information
The next step is to upload the .csv file that you created and saved earlier, click the ‘Choose file’ button and select the file from your saved location
Leave the ‘Header Label Row’ set to '1', this tells your platform that the column headings of your import are in the first row
Click the ‘Next ->’ option at the top right of your page to proceed to the column mapping step for your Import Profile
In the column mappings step you will match each column in your Import File (Source column) to a User setting in your accessplanit platform (Destination column), this is where you define where the information in your Import File will be imported to and displayed in your platform, much of this will be pre-populated for you!

Please Note
The Source Columns may look different depending on which columns you removed from the ‘BLANK User Import Template’, your Import Profile will only show the columns within your .csv file

If you see ‘IGNORE' within the 'Destination Column’, you will need to select the correct column from the drop-down option
Leaving it as IGNORE will mean that the Platform will ignore this column in the file when running the Import
If there is no option within the drop-down to select, leave it as IGNORE
When running an Import, your platform needs to know which column(s) can be used to uniquely identify each row, this is important as the importer supports both creating Users and updating Users, if each row is not uniquely identified by its key columns there is a risk that the existing Users will be overwritten with the details of new Users. Use the ‘Key column' field to select 'Yes’ for your unique identifiers.

Key Columns for Users

Key Column(s) are used to identify Users so that your platform to differentiate between one User and another User.

For example, if you have two Users with the same name ‘John Smith’, your platform needs to know the difference between the two, in this case, you could set your key column to Email (because this should always be unique for each individual user), If you have multiple Users sharing the same Email Address, please speak with an accessplanit Team member

Click the ‘Finish’ button at the top right of your page to complete your Import Profile
Click the ‘OK’ button to return to the ‘Import Profiles’ page

Your Import Profile has now been created

Please note

The columns within your Import Profile MUST match the columns within your .csv file in the exact same order otherwise your Import will not work.

Run your Import

Once you have run your test import and you are happy that everything imported correctly, you are ready to import your Users!

Open the file with all your data showing and check you are happy with the file
Within your accessplanit platform, open the ‘Administration’ menu from the Profile options at the top-right of your platform
Scroll down the menu and click ‘Import Jobs’, the menu is in alphabetical order
Click on the ‘Import Jobs’ option to be taken to the Import Jobs page
Click ‘New job’ in the top right-hand corner

Select your Profile from the drop-down menu. This is the name of the Profile created in the step above. In this case, it is ‘Users - Users Import’

Select the ‘File’ you wish to upload, this is the original Import File you created and saved earlier
The ‘Initial State’ option is where you can choose to Import now or put the Import on Hold if needed
Click the ‘Upload’ button to start your Import Jobs
Once you have uploaded your Import Job, it will show the Import Job uploading
a. ID - This is the ID number of the Import Job
b. Profile - This is the name of the Profile used for the Import
c. Filename - This is the name of the Import File uploaded
d. Status - This is the status of the Import Job, it will begin as ‘Queued’ but will change to ‘Completed’ once the Import has finished
e. Due - This is when the Import is due to run
f. Started - This will be blank to begin with, once the Import Job has started, the Start date and time will populate.
g. Completed - This will be blank and will populate once the Import has been completed
h. Row Count - This shows how many rows are to be imported
i. Processed - This will show the number of rows that have been imported and will change as the Import runs.
Your Import will have the status of ‘Completed’, the Completed time and date will be populated and the Processed' column number will match the same number as the ‘Row Count' column

There is a section at the end of the Import named ‘Actions’. Here you will find the option to ‘Show Errors’, ‘Restart’, ‘Stop’ and ‘Cancel’ your Import
You can use the ‘Show Errors’ button to see if anything has stopped your Import from working correctly, if the Import Errors page is blank, this means the data in your Import File hasn’t failed any validation checks

Please note

You can download the errors file to view more information about any failures from the ‘Import Errors’ page

If you do not understand what any of the errors mean, please reach out to the support team and they will be able to provide further guidance and help you with your import

Example of an Import with no errors:

Example of an Import with Errors:

The Import Errors page shows you which rows have failed

The ‘Stop’ and ‘Restart' buttons can be used while your Import Job is processing, to pause and restart your import, please note that it can take a few seconds for these to be actioned after you have clicked them
We do not recommend using the 'Delete’ button for your Import Jobs unless absolutely necessary

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Import Users in bulk (simplified)