How to Import and Manage Users via CSV File

Discover how to import and manage users via CSV file in your Docebo LMS.

Last Updated

October 9th, 2019

Reading Time

8 min

User Level

Introduction

Docebo allows you to quickly and easily manage users via CSV file. These users can be imported, activated, or deactivated in the LMS in one action. You can also assign team members to managers in the LMS via CSV.

Log into your LMS as the Superadmin. Access the Admin Menu by scrolling your mouse over the gear icon. In the E-Learning Section, press the Users item. On the User Management page, press the folder button in the top right section of the page, then press the Manage Users via CSV button.

import csv manage users

What are CSV (.csv) files?

Comma-Separated Values (CSV) files store tabular data in plain text. Each line of a CSV file is a data record/row. Each record/row consists of one or more fields/columns separated by a delimiter.

CSV files can be created with a number of software programs (i.e. Excel, Google Sheets, Notepad, TextEdit, Emacs). The content within the file must follow the CSV Standard format, and the file must have a “.csv” file extension.

How are CSV files generally formatted?

CSV files should follow a standard format:

  • Fields/columns are separated by a single character delimiter, typically a comma or semicolon.
  • Each record/row is terminated by a new line.
  • All records/rows have the same number of fields/columns in the same order.
  • The first record/row may be a header that contains the field/column names of each field/column.
  • Data within each field is interpreted as a sequence of characters, or plain text.
  • Any field may be quoted within double-quote characters.
  • A field should be quoted when it contains one or more special characters.
  • Leading and trailing spaces are considered part of the data in a field.

How are CSV files used to create and update user accounts?

User accounts in your LMS consist of a number of user data fields. Each of these fields may or may not be populated with data, depending on which fields you’ve filled out when creating the user.

To create a user, you should at least populate the user fields that are mandatory for creating a user account (Username). To update an existing user account, you’ll need to update the relevant user fields of the user account with new data. Both creating and editing users (either one user at a time or multiple users at a time) can be done manually, or by importing user data fields into the LMS via a CSV file.

For the second option, each user account that you intend to create or update is represented by a record/row in the CSV file. Each user data field is represented by a field/column in the file.

Import the CSV file to the LMS, then map the contained data to the corresponding user fields supported by the LMS. By doing so, you’re creating and updating user accounts in your platform. Find out more about this process using the sections below in this article.

What are the acceptable values for default user data fields?

Refer to the table below to learn how to properly configure the values in your CSV file to ensure a successful mapping to the LMS user data fields.

This browser does not support inline PDFs. Please download the PDF to view it: user data fields

Remember that you are able to assign partial permissions to Power Users directly through this function. You can identify users with the level of Power User and assign them a Power User profile. However, you can only assign users, courses, catalogs and locations through the Power User app. Details on these settings can be found here.

For a list of acceptable date formats that correspond with each language and language code, refer to this document.

Also note that the platform uses forward slashes ( / ) to separate branch names and codes path when importing branches. If you intend to use the branch name and code path option to import branches, you should avoid creating branch names and codes that contain forward slashes as the LMS does not support the use of special characters to identify string behavior when importing branches.

What are the acceptable values for custom additional user fields?

Refer to the table below to learn how to properly configure the values in your CSV file to ensure a successful mapping to your LMS user additional fields. Please note that the mapping of these fields is dependant on the type of custom additional user field, but the additional field parameter used in the CSV file must match the additional field parameter in the LMS perfectly in order for the mapping to work.

import users csv add fields

Importing Users via CSV

For a successful upload, it is important to correctly create a .CSV file. In order to view a correct example, select Download a Sample CSV File item in the slideout panel. Once your file is correctly configured, you can drag and drop it into the upload section of the slideout panel, or press the Browse button to find the file.

import csv confirm panel

Please Note: The maximum file size of a CSV file that you’re able to import into your Docebo LMS for a user upload is 3MB.

Once uploaded, press the Advanced Settings title to view the additional settings. The system is configured to automatically detect the Field Separator, which is needed in order to organize the information by columns. Information can be additionally organized by a comma, a semicolon, or manually, depending on your needs.

Then, flag the option that the first row is considered a Header (only if this fits your CSV file format), and select the File Charset from the dropdown menu. For the File Charset, we recommend UTF-8, which is standard. Please remember to use the quotation marks to delimit the text content. Press Confirm to upload your .csv file.

import csv import options

The system will then process your CSV file. Once ready, you will be redirected to the import page. In the left panel, inside the Import Options section,  flag or unflag the following options:

– Change their password upon the first login. When this option is activated, users will immediately be asked to change their password after the initial login to the platform.  Please note that if you haven’t enable this option, you can still force your users to change their passwords upon their first sign into the platform by creating a corresponding column in your CSV file and matching it to the Force Password Change field.

– Auto-assign branches to all Power Users. When this option is activated, you can either create a simple branch association or an association between the branches and descendants. For the first option, Power Users will manage the branch into which they have been placed during the creation process. For the second option, Power Users will manage the branch into which they have been placed during the creating process as well as any descendants of that branch.

– Send Notifications. When this option is activated, all users being imported into the LMS will receive a welcome email once the import is complete. If this option is not activated, the users will not receive an email upon being imported, but you can send it later from the User Management page in your LMS.

– Update information for existing users. When this option is flagged, any information that you import for users that already exist in the LMS will overwrite any that is different from the user’s existing profile information. If you are including branch information for your users, this process will move the user to the branch name or code specified if it is different than what is currently in the LMS.

– Ignore force password change for existing users. When this option is flagged, any existing users in the LMS that also exist in the newly-imported CSV file will not have to update their passwords like new users (if the Change password at first sign in option is also activated).

– Destination Branch.The use of this option selects whether you are placing your user profiles into existing branches (clicking on the appropriate branch from the tree, or creating branches for these profiles from within the CSV file). When importing data for existing users, you can move user profiles from one branch to another using the CSV file import by including the name or code of the branch to which you want the profile moved in the appropriate data row and column. A recommended best practice is to have each branch and sub-branch assigned a unique code. Using these codes for the destination branch should be easy and less prone to error than branch names, which can sometimes repeat depending on your organizational structure.

In the Preset section, you can select a preset from the dropdown menu to associate a previous mapping configuration to this CSV import. Press the Overwrite Actual Preset button to complete this action. Additionally, you can map the columns to LMS fields (see more below), the save the configuration by pressing the Save this Preset as New button. In the pop up box, provide a name for the preset, then press Save.

The Preview section will display a preview of the CSV file as read by the system. Drag and drop the fields in the Docebo Fields section on the left to match the fields with the column names of your CSV file.

import csv drag and drop

Please Note: The correct format for Date Format field is YYYY-MM-DD. Similarly, you can create users via CSV using “user” or “poweruser” levels. However, please note that user levels are case sensitive. Uploading “User” in the CSV will return an error.

Once you’ve matched the fields for all of your columns, review all of the info on the import page, then press the Import button at the bottom of the page. Confirm the information in the pop up message that appears, then press Import Users.

Note: The import job happens in the background. In case of any errors, an error file will be made available for download. To find this file, access the Admin Menu, then select the Background Jobs item. Find the job in the list to download the file.

All users that were imported into the LMS will appear in the list of users on the User Management page, where you can edit their profile or delete them from the platform as necessary.

Activating or Deactivating Users via CSV

Superadmins can also activate and deactivate a mass amount of users in the platform via CSV. To do so, follow the steps outlined above to import the CSV file and configure the related options.

The Preview section will display a preview of the CSV file as read by the system. Drag and drop the fields in the Docebo Fields section on the left to match the fields with the column names of your CSV file. To activate or deactivate users, match the Active field to the corresponding column in your CSV. Please note that in your CSV 1 = activate and 0 = deactivate. If you put a 0 in a user’s Active column, this means that you are deactivating them in the LMS.

Once you’ve matched the fields for all of your columns, review all of the info on the import page, then press the Import button at the bottom of the page. Confirm the information in the pop up message that appears, then press Import Users.

Note: The import job happens in the background. In case of any errors, an error file will be made available for download. To find this file, access the Admin Menu, then select the Background Jobs item. Find the job in the list to download the file.

All users that were updated the LMS will appear in the list of users on the User Management page, where you can confirm that they were activated or deactivated.