All your users are listed in the online academy, but there may be situations where you need to update the information of multiple users. For example, when users within the organisation get a new email address or when a group of users needs to be set to inactive, so their account is saved but they no longer have access to the online academy.
You can do this manually for each user, but if there are multiple users, you may prefer to update them all at once. For this, you can use the import function. This article explains how it works.
How can I update multiple users in bulk?
Go to 'Users' via the menu.
Export the users. You can export the whole table or just the current view based on the filters you have set. Use the data in this export later to populate the import file.
Click on the upload icon in the top right of the users page.
Choose the action you want to perform, in this case, 'Upload new & updated users'.
Click 'Next' and download the template. This way, you are sure to fill in and upload the correct data.
Fill in all the user data in the template. For data that remains unchanged, you can use the data from the export file you created. Read below for each column what to fill in and whether it is required.
Note: If you leave a column that is not mandatory empty, this will also be seen as a change by the import. For example, if a user is linked to 'Team A' and you leave this column blank in the import file for the update, the user will no longer be linked to 'Team A' after the import.
a. Employee number (required)
Enter the employee number here.
b. First name (required)
Enter the user's first name.
c. Prefix
Enter the user's prefix.
d. Last name (required)
Enter the user's last name.
e. Email address (required)
Enter the user's email address.
f. Company (required)
Enter the company name. Make sure the company is already defined in the online academy under 'Organisational structure'. If what is entered in this column does not match what is known in the online academy, this person will not be imported.
g. Department (required)
Enter the department. Make sure the department is already defined in the online academy under 'Organisational structure'. If what is entered in this column does not match what is known in the online academy, this person will not be imported.
h. Function(s)
Enter the function(s). Make sure the functions are already defined in the online academy under 'Organisational structure'. Users can also be added to multiple functions. Separate these functions with a comma. For example: Function X, Function Y, Function Z.
i. Cost center
Enter the cost center where internal billing should go. This is for your own administration only.
j. Send invitation
Select the 'x' in the dropdown to indicate that this person should receive an invitation. If you do not want new users to receive (new) invitations, leave this cell empty. Read here how to send them an invitation later.
k. Active
Select the 'x' in the dropdown to indicate that this person should be active in the online academy. An active user can log in to the online academy.
l. Language (required)
Select the desired language setting for the user in the dropdown. Note that this language must be active in the online academy. Dutch is the default language setting, and the other languages are not available by default. You can request the addition of languages via support@rakoo.com.
m. Teams
Enter the name of the team as defined in 'Organisational structure'. Users can also be added to multiple teams. Separate these teams with a comma. For example: Team X, Team Y, Team Z.
n. Managers
Enter the email address of this user's manager. Users can also have multiple managers. Separate the email addresses with a comma.
Save the file and upload it. It is only possible to upload a file in Excel format. The file will be checked for any errors.
Before importing the file for good, you will see a final check. Here you will see how many users will be updated, how many users will be added and which lines may not be imported. Satisfied? Then choose 'Start import' at the bottom of the screen.