How to bulk upload users
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1 City & Guilds How to bulk upload users
2 How to bulk upload users The purpose of this document is to guide a user how to bulk upload learners and tutors onto SmartScreen City and Guilds of London Institute. All rights reserved. Page 1 of 8
3 To do this the user must be logged into the system as a Centre Administrator. How to bulk upload users 1. Log in to Ensure the login is a valid Centre Administrator. 2. Select the Centre Admin tab in the top right-hand corner of the web page. 3. Select Administer users for your centre City and Guilds of London Institute. All rights reserved. Page 2 of 8
4 4. The user administration screen will display a list of the Centre s users and the option to ADD A NEW USER or UPLOAD USERS. Select UPLOAD USERS. 5. The Upload Users screen will display. To upload users a CSV file containing user details will need to be prepared. An Uploading users guide (see page 5) giving instructions on how to do this and a blank Users.csv file are available City and Guilds of London Institute. All rights reserved. Page 3 of 8
5 6. Once the CSV file has been successfully uploaded a preview screen will display the users you have uploaded. If this is correct select NEXT STEP. 7. A Results screen will display Status, CSV Line, Username, First name, Surname, address and Password generation confirmation. You will now have the YES / NO option to select these new users for assignment to a subscription City and Guilds of London Institute. All rights reserved. Page 4 of 8
6 Uploading Users (downloadable onscreen guide) To upload users a CSV has to be created. There is a template you can download on the Upload Users screen that you can save to your PC and complete using a spreadsheet program such as Excel. The template has the following columns that you need to complete. You need to enter one user per row. firstname lastname city country Enter the users address. This will become their username Enter the users firstname Enter the users surname Enter the users city Enter the user s country. This has to be a two letter code written in uppercase. For example to create a user in the United Kingdom you need to use the code GB. A full list of country codes can be found here: This should look similar to the screenshot below: Make sure there are no commas in the user data when you are entering it and do not add any additional columns City and Guilds of London Institute. All rights reserved. Page 5 of 8
7 When you have finished inputting the user details use the save as option and make sure the file is saved as a Comma Delimited file. Errors you may see when uploading The file you have uploaded is not a CSV You will see this error if the file you have uploaded is not a CSV file. Re-open the spreadsheet of user data and use the save as option selecting a Comma Delimited file City and Guilds of London Institute. All rights reserved. Page 6 of 8
8 Invalid CSV format If you see this error there is something in the data that SmartScreen does not like. This could be extra columns or commas in the data. Open the CSV in a spreadsheet program such as Excel and check the columns are correct. Next search for commas, remove any you find and then save and re-upload the CSV. If there is still a problem open the CSV using a text editor such as notepad or wordpad. Each column of data will be separated with a comma and there may be an additional comma that needs to be removed. If the CSV has 1000s of users sometimes it is best to split the data into several smaller uploads to help find the row which is causing the error. Sometimes other characters such as apostrophes and accents can cause an error so you could try searching for these in the data and removing them. The CSV file is missing a column You will see this error if one of the columns does not have the correct name. Compare the CSV you have uploaded to the template you can download on the Upload Users screen and make sure the columns are present and correct City and Guilds of London Institute. All rights reserved. Page 7 of 8
9 If all else fails If you are continuing to have trouble contact 2014 City and Guilds of London Institute. All rights reserved. Page 8 of 8
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