How To: Batch enrol users

By using the Civica Learning administration portal you can enrol individual users onto courses and sessions, but more frequently you will need to enrol larger numbers of users in one go by using the CSV file based batch enrolment process.

To prepare for batch enrolment

Before batch enrolling users onto content or sessions, you must ensure that the associated user accounts already exist, and that any content or sessions referenced by the batch enrolment CSV file have been defined with an external reference. The external reference is used to match an item of content referenced by the enrolment CSV file with an item of content or session in the catalogue. You can set the external reference for a content item or session via the external reference field on the item's properties page within the catalogue.

For more information on creating user accounts on mass, see How To: Batch import user accounts.

Once you have ensured that the relevant user accounts already exist and that any content referenced by the enrolment file has an associated external reference defined, you need to prepare a batch enrolment CSV file. Civica Learning provides a template and a sample which you can access from the Import enrolments dialog box.

To download a template or example CSV file and to complete the batch enrolment CSV file

1. Log in to your Administration portal, as either a Global administrator or Content administrator.
2. On the NAVIGATION pane, click Catalogue.
3. In the ACTIONS section, click Import enrolments.
4. In the Import enrolments dialog box, click the appropriate here link as follows:
   • For a template file, click the first link.
   • For an example file, click the second link.
5. Complete the CSV file with the required data for the users you wish to enrol. The columns in the CSV file that you need to fill are as follows:
   • Username. The user's unique username. A user account with this username must already exist.
   • Activity external reference. Used to identify the content item or session to which the user is to be enrolled. You must ensure that this external reference value is defined on the properties page for a content item or session in the catalogue.
   • Complete by. An optional date by which this user must complete the content.
   • Max launch count. An optional max launch count which defines the maximum number of times the user can launch this content.
   • Send enrolment email. A Yes or No to determine whether or not to send an enrolment email to this user, irrespective of their current enrolment status.

To batch enrol users

1. Log in to your Administration portal, as either a Global administrator or Content administrator.
2. On the NAVIGATION pane, click Catalogue.
3. In the ACTIONS section, click Import enrolments.
4. In the Import enrolments dialog box, click Browse and then locate the previously prepared CSV file containing the user enrolment data. Alternatively you can drag-and-drop this file over the top of the dialog box.
5. The first time you perform the import using a newly prepared CSV file, ensure Verify import file only is selected. This ensures that Civica Learning processes the import file but does not perform any actual enrolments and does not send any enrolment emails to users.
6. In the Import enrolments dialog box, click Upload.
7. When processing is complete, you will receive an email containing a link to the same CSV file but with an added column to indicate the success or otherwise of each row in the file.
8. Click the link in the email, view the results file, make any necessary updates to fix any errors that were highlighted, and repeat the import process.

Some common errors that you might encounter include these:

• Username not recognised. Your import CSV file contains a username for which no existing user account exists. You must ensure that your user accounts are defined before performing any enrolments.
• Activity external reference not recognised. Your CSV file contains an activity external reference that is not defined in your catalogue. You must set the external reference for any item of content that is the target of enrolment on the content item's properties page in the Catalogue area of the administration portal.

INFO: When importing enrolments for sessions that have already occurred, if the session is set for Automatic completion, the users are automatically marked as having attended the session a short period after the import is performed. If the session is set for Manual completion, the users are enrolled, but are not marked as having attended the session. If the session is set for Administer only completion, the users are enrolled, but are not marked as having attended the session.

Related

• Explained: Enrolment
• How To: Batch import user accounts
• How To: Batch unenrol users