Batch User Create
Available to User Managers or Admins
In Batch User Create (referred to as BUC in the following), you can upload or modify the details of several users all at once.
The feature is broken down into steps to make the process easy to follow.
Note
Continue or resume to a step with the blue Next and Previous buttons at the bottom of each tab.
In BUC, you can either create a brand new user group or update an existing one.
Using a template
To import user details in BUC, you need to use a custom Excel template available in Step 1.
Make sure always to use the latest downloadable template.
a. Download an Empty template
In case you want to create a new group from scratch.
When opening the spreadsheet, you will find that headers have already been added. Each column corresponds to a 'personal information' field, also found in Groups & Users.
One row equals one user: ⚠️ First name, Last name, Password, and Email cells are mandatory for successful user import.
The system warns about missing mandatory details:
All other details are optional.
Some details are defined by a number. For example, in the Privilege (J) column, entering '8' creates a Learner, and '4' creates an SP user.
Scroll down to the bottom of the page for more codes.
Once you are finished with entering user details, go to Step 2, select Create a new user account for each row, and import the Excel sheet.
b. Download Data of an Existing Group
from the Download template drop-down.
From the drop-down, you can download the spreadsheet of any group you select.
The spreadsheet has the same headers as an empty template; cells will contain user details retrieved from the system, where fields were already filled out.
The name of the Excel file defines the group you modify in the system. To alter the same group you started with, leave the name of your downloaded file unchanged. Otherwise, an entirely new group will be created with duplicate users.
You can modify any user detail in batch, except for email addresses.
Modifying Email Addresses
If you modify the email address for a batch of existing users, the system will duplicate the existing users instead of modifying their email addresses.
Note
Dates entered in the template must be in the following format: YYYY-MM-DD. (Applicable when entering SP details.)
After saving, go to Step 2, select Update existing user account, and import the spreadsheet.
If you select Create a new user account for each row here, the system will duplicate the users who were already in the User Manager.
Custom Fields for SPs
The exported Batch User Create Excel files display the content of the ‘Custom fields’ (defined in the Edit User pop-up of the User manager module), allowing users to search/filter SPs based on the values of the Custom fields. See Additional Settings for SPs
The associated values are displayed in one cell, separated by a comma, for each SP.
NOTE: Updating custom fields and their values through Batch user upload is not available
Overview (Step 3)
After uploading your template, review the users in Step 3 to ensure that you are adding or modifying user details as you intended.
Most of the time, users will have either of the following icons displayed in their row:
Go back to Step 2 if you need to correct any details, or click Finalize when ready.
Finally, Step 4 displays the summary of changes. Click Done to be redirected to Step 1 at BUC.
Upload photos
User profile pictures and user details can also be uploaded.
Use an Excel template retrieved from Step 1
Gather the photos you would like to upload in a .zip file.
Enter the precise name of the photos to each user in the User Photo column (M) like Photo.jpg.
Save your spreadsheet and close it.
Select all the photos and the spreadsheet and make a compressed folder (.zip format).
Go to Step 2, select either option, and import your .zip file.
Include only .jpg/jpeg photos in your .zip file. Uploading other file formats in BUC will not be successful.
Make sure to enter the name of each file in the BUC spreadsheet exactly as the file is named in the .zip folder, paying attention to upper and lowercase letters.
However, always enter the file format in lowercase letters for successful uploading.
Some example spreadsheet entries:
Correct: FILENAME.jpg, filename.jpg, FileName.jpg, FiLEnAme.jpg
Incorrect: FILENAME.JPG
Codes for the BUC Excel file
Inactive (column A): | |
|---|---|
0 (or none) | active |
1 | inactive |
Privileges (column J): | |||||
|---|---|---|---|---|---|
1 | Admin | 256 | Activity Manager | 512 | SRP |
4 | SP | 2048 | User Manager | 8192 | OEQS Data Entry |
8 | Learner | 4096 | Record Manager | 32768 | FON Data Entry |
Race (column N): | |||
|---|---|---|---|
1 | white | 4 | Asian |
2 | black | 5 | other |
3 | Hispanic |
Sex (column O): | |
|---|---|
1 | male |
2 | female |
Children (column P): | |||
|---|---|---|---|
1 | no child | 3 | adopted |
2 | biological | 4 | foster |
Important
Since User Managers cannot create Admin, System Manager, Room Manager, and Learner History/SP Activity privilege users, nor can they use the BUC function if the users to be created would have any of the listed privileges. In such cases, the process fails as the Next button remains disabled.
Additional Custom ID
This new field has been added to the User editor, allowing users to “label” LS users without the need to use “unique” IDs (UCID), e.g., the same for a group of people.
This Additional Custom ID is also displayed in the BUC Excel file.
For further information, visit our User Manager - How to pages.