All your users are listed in the online academy, but there may be situations where you want to update the details of multiple users. For example, if users within the organisation have received a new email address, or if a group of users needs to be set to inactive, so their accounts are retained but they no longer have access to the online academy.
You can do this manually for each user, but if it involves multiple users, you’ll likely prefer to update them all at once. For this, you can use the import function. This article explains how both options work.
Updating users manually
Click on “Users” in the menu bar on the left.
Search for the user you want to update and click the pencil icon in that user's row.
Edit the details you want to update.
Click on “Save changes” to complete the update.
Updating users in bulk
Note!
If you leave a non-required column empty, the import will still treat this as a change. For example, if a user is linked to “Team A” and you leave this column empty in the update import file, the user will no longer be linked to “Team A” after the import.
Click "Users" in the menu on the left.
Export the users by clicking the export icon in the top right corner.
You can export the entire table or just the current view based on the filters you have applied. You will use the data from this export later to complete the import file.
Click the upload icon in the top-right corner.
Choose the type of import you want to carry out — in this case, "Upload new and updated users".
Click "Next" and download the template. This ensures you enter and upload the correct data.
Fill in all the user details in the template. Below is an overview of each column, including what to enter and whether it's required.
User ID (required)
Enter the user ID here. This can me the employee number, for example.
Email address (required)
Enter the user's email address.
First name (required)
Enter the user's first name.
Prefix
Enter the user's prefix.
Last name (required)
Enter the user's last name.
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.
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.
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.
Groups
Enter the name of the group here as defined under 'Organize'. Users can also be added to multiple groups. Separate these groups with a comma. For example: Group X, Group Y, Group Z.
Functions
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.
Cost center
Enter the cost center where internal billing should go. This is for your own administration only.
Manager
Enter the email address of this user's manager. Users can also have multiple managers. Separate the email addresses with a comma.
Active
Select the 'x' in the dropdown to indicate that this person should be active in the environment. An active user can log in to the online academy.
Language (required)
Select the desired language setting for the user in the dropdown. Note that this language must be active in the learning environment. Dutch is the default language setting. Other languages can be enabled through the language settings.
Send invitation
Select the 'x' in the dropdown to indicate that this person should receive an invitation. If you do not want the new users to receive an invitation yet, leave this cell empty. Read here how to send them an invitation later.
Save the file and upload it. Only xlsx-files can be uploaded. The file will be checked for any errors.
Before the file is imported, you’ll see a final review. This shows how many users will be added, how many will be updated, and how many rows could not be processed.
Satisfied? Then select “Start import” at the bottom of the screen.
After the import, an email will automatically be sent to the users if you have selected the “Send invitation” option.