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How to Bulk Import Users with an Excel Template

Article verified for Release 15.1 on September 19, 2025.

This article explains how to create multiple user accounts at once using a predefined Excel template. You can download, fill in, and upload the template to import users efficiently.

Import users from an Excel file

To upload users, follow these steps:

  1. From the main menu, navigate to Users and select User Profiles.
  2. Choose the list of users, then click the Import button and select Users.

  1. In the pop-up window, click on the text Excel template to download a predefined file. Filling in the template according to the set rules is required to import user data successfully.
  2. Click here to download detailed instructions on filling out the template.
  3. Click on this sample to download an example file showing how to complete the template.
  4. After completing the Excel template, upload the file.
  5. If Send email to newly created users is enabled, an email with login information will be sent to all imported users.
  6. Click Save to load the users into the system.

Filling in the Excel template

The Excel template contains a sheet where you should enter users’ personal and account information.

  • The following fields are mandatory: Username, Password, Role code, Status code, First name, Last name, and Email address.
  • The following fields are optional: Password expiry date, Middle name, Gender, Date of birth, Affiliation within the organization, External ID, Groups, Country, City, Zip code, Interface language, and Test language.

The second sheet is called Legend. It provides explanations and instructions for filling in fields that require predefined codes, specifically:

  1. User roles – Four default roles exist: Administrator, Student, Instructor, and Proctor. Custom roles can also be created, and the system will generate codes for them.
  2. Status – User account status can be Active, Suspended, Locked, Inactive, or Pending. Explanations and codes are listed in the Legend.
  3. Gender – Enter the corresponding code.
  4. User groups – Each user group has its own ID. To add a user to a group during import, enter a user group ID found in the Information tab of the corresponding group. 
  5. Custom columns – Columns with values such as text, date, timestamp, number, or dropdown can be added to user information.

Additionally, the template supports custom properties. You can add as many custom properties as needed.
For more information on how to use and create custom properties, please see this article.

After uploading the Excel file, you can view the imported users by sorting them by Creation Date in descending order.

Assigning users as group managers from the Excel template

In the Groups manager column, insert the group ID where the newly created user will be automatically added as a manager.

Example: We created a user jim.smith and set them as a group manager with the ID 1543.

Note: If the same group ID is assigned to both the Group Manager and Group Member columns, the user will be imported as a Group Manager.

After uploading the Excel template, navigate to the User groups tab and search for the ID set in the template. Then, click the Managers tab to view all managers in the selected group.

Note: If a user is assigned the role of Group Manager, they will have access to all information related to their assigned group or subgroup. If assigned the role of Group Member, they will only have access to the Information tab.

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