This tutorial explains how to download, complete, and import an .xlsx file to add users in bulk to your platform. Make sure you have an administrator role to perform these actions.
Accessing the User Invitation Page
Log in to the platform as an administrator.
In the menu, click on "Users".
Then, click the "Invite Users" button.
A. Download the .xlsx Template
Download the template:
Click on the "Download Template" button.
The template will be saved on your computer in .xlsx format.
B. Complete the .xlsx File
Open the File:
Open the downloaded file by clicking on it in the download bar or in the folder where it was saved (usually in "Downloads").
Define Your Invitation Method:
Email Invitation:
If you want to invite users via email, fill in the following fields: email address, first name, and last name.
Non-Email Invitation:
If you want to invite users without an email address, fill in the following fields: first name, last name, login, and password.
For more details on the differences between these two methods, refer to the dedicated tutorial.
Field Details:
Email Address:
Enter the user's email address in lowercase.
If using the non-email invitation method, leave this field blank.
First Name:
Enter the user's first name.
Last Name:
Enter the user's last name.
Role:
Enter the user's role (e.g., instructor, administrator).
The learner role will be enabled by default, as it is the base role.
Login:
Enter the user's login, composed of letters and numbers (not just numbers, and no special characters except the hyphen
-).
Password:
Enter the user's password. If using the login, you must provide a password to be communicated to the user.
Group:
If the user should be enrolled in a group, enter the group ID without the
#.To assign multiple groups, separate them with a semicolon (
;) without spaces.
Language:
Enter the user's language (e.g.,
enfor English,frfor French).
Date of Birth (Optional):
Enter the user's birth date if desired.
Postal Address (Optional):
Enter the user's postal address if desired.
Custom Fields:
Complete custom fields if the administrator has created them. If no custom fields exist, leave these columns blank.
Account Expiration Date (Optional):
Enter the account expiration date in the format YYYY-MM-DD (year-month-day). This date must be in the future.
Filters:
Fill in filters (e.g., "Department") using the exact spelling used during filter creation. To select multiple values for a single filter, separate them with a semicolon (
;).
C. Import the File and Check the Import History
Import the File:
Click "Select a File to Import", and choose the file from your hard drive.
Click "Import Users".
Check the "Automatically Create Filters" option if you have included additional filters in your Excel file that have not been previously created by the administrator on the platform.
Check the Import History:
The import history lets you review all attempts, showing the date, time, status of each import, and the Excel file uploaded. You may encounter three different statuses:
Failed: The import failed. You will receive indications of unaccepted elements and the line numbers concerned, allowing you to fix the errors.
Processed: The import was successfully completed.
Processing: The import is in progress.
Mini FAQ
Can I delete users in bulk?
No, the .xlsx file is only used to add new users or modify existing user information. Bulk deletion is not supported using this method.The status "Processing" hasn't changed for 30 minutes. What should I do?
Typically, the "Processing" status should not exceed 10 minutes. If it takes longer, check your file for errors or contact technical support for assistance.Does the import tool detect duplicates in the file?
No, the import tool does not detect duplicates. It is important to remove duplicates from your file before importing.
For any additional questions or assistance, please contact support at support@dokeos.com.