Your Admin team will be responsible to upload the User Roster. If other Admins should be added to perform these actions, start by manually adding them to the account. Otherwise, follow these instructions:
- Prepare the User Roster File for Import
- Initial File Mapping
- Import CSV Roster
- Troubleshoot the File Import
- Update the User Role
- Deactivate or Restore Users, as needed
- Sample User Roster
Manually Add Other Account Administrators
Add other Account Admins by navigating to Users in the Manage Tools.
Click the Add User button.
This will populate a blank User Profile that can be completed.
At minimum, complete the following profile fields:
- User Role = Account Admin
- First Name must indicate a Users’ First Name. This field will be used for Email Notifications and in the Learner Portal.
- Last Name must indicate a Users’ Last Name. This field will be used for Email Notifications.
- Email must be loaded with a user’s unique email address. This cannot be used for any other profile on our system.
This will send the Welcome email to the recently added Admin and they can follow the instructions to configure their password.
Prepare the File
Prepare and save the Roster into a CSV file. The initial upload can have the columns in any order, but subsequent uploads should follow the same order. At minimum, include the following columns:
- First Name*
- Last Name*
- Email Address*
- Supervisor Status (Yes/yes/YES/1 or No/no/NO/0)
- US State Code (2-letter state or territory abbreviation)
- City
- Country ISO Code (3-letter country abbreviation)
- Employee ID
- Hire Date (YYYY-MM-DD)
- User Status (active, inactive, on leave)
*Required to create a user profile.
Other Standard Fields
In addition to the items identified above, the Emtrain platform also includes the following standard fields which can be populated, but aren't required when uploading a roster:
- Role
- Title
- Location
- Exempt (Yes/yes/YES/1 or No/no/NO/0)
- Manager Email
Custom Data Fields
If you have data you wish to use that does not fit in the required, recommended or standard fields, additional fields may be added as needed. Examples of fields include:
- Office Location
- Promotion Date (YYYY-MM-DD)
- Last Training Year
- Employee Status (Full Time, Part Time, Intern, etc)
Please reach out to support@emtrain.com with requested custom data fields. Include both name and type of field.
Import User Roster
How to upload
Access the CSV Import tool by selecting Users from the Manage Tools.
Click the CSV Import button to open the tool.
Drag and drop the CSV or TXT file in the upload box. Alternatively, you may click the Choose File button inside of the upload box to search for the file.
Click the Upload File button once the file name appears.
If this is the initial CSV import, fields must be mapped. You will map the columns to their corresponding profile fields by selecting the field name from the dropdown menu above each column. Any column that does not "match" a field or should not be imported, you may leave as "Do not import".
If the first row of the imported file has column headers, check the First row contains column names box. If there are no column headers on the imported file, leave blank. Confirm the CSV Sync Key is selected as Employee Email address.
Click Start the Import button to import the data. Alternatively, you may choose to Cancel the Import at this time. Starting the import will automatically redirect you to the Import Status screen for the import.
The Import Status screen will offer the following information:
- Status: importing or imported
- Records Processed: number of records actually processed
- New users added: number of records imported
- Users updated: number of records found and edited
- Ignored users: number of records that failed the import
- Errors: indication of the row which failed and messaging to indicate the reason
Troubleshooting the CSV Import
- Import does not start, instead the mapping options appear active again. If two columns are mapped to the same user profile field, the import will not begin. Review the field mapping for any duplicates.
- Users were ignored upon import. The error messages may give some indication as to the reason why some records failed. Common reasons include: duplicate email addresses, blank email address field, or blank name field.
- Data from one column was not imported. If the data is part of our standard field set, it was likely not mapped correctly. Review the mapping to ensure the data is set to import to the correct places. If the data is not part of our standard field set, the custom field must be created. Reach out to your Client Success Manager or Implementation Manager to add custom fields.
Update the User Role for Admins
After the Users have been added or imported you must manually update the User Role for any additional Account Admins. Then, give them instructions to activate their account via Direct Access.
Navigate to the Users Table from the Manage Tools.
This table gives Admins a complete listing of the Users on the account. Remove any unwanted fields at this point so you are only viewing First Name, Last Name, Email, Admin, Status, and View. You can do this by clicking the Columns button to see the full list and then the x on the unwanted field names.
Locate a User you wish to update to Admin and click the View link for their record.
This will open the individual profile. Scroll down to locate additional buttons and click the Edit User button.
At this point, fields on the Profile record may be edited. Update the User Role from User to Account Admin.
Then click Save to finalize the settings.
Deactivate Users
Navigate to the Users Table from the Manage Tools.
Locate a User you wish to deactivate and click the View link for their record.
This will open the individual profile. Scroll down to locate additional buttons and click the Deactivate User button.
Then click OK on the confirmation screen. Alternately, click Cancel if you choose not to go forward with this action.
As confirmation, a message will populate at the top of the User Profile.
Restore Deactivated Users
If a User has been deactivated, but you wish to activate them once again, navigate to their User Profile. Scroll down to locate additional buttons and click the Restore User button.
Then click OK on the confirmation screen. Alternately, click Cancel if you choose not to go forward with this action.
Now that Users are set up on the Account, next Configure the Groups.
Sample User Roster
Please download the Sample User Roster below for additional guidance.