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Bulk learner and faculty upload guide

Getting Started: Navigate to New Portal

Administrators with the necessary permissions can click on the gear symbol in the upper right hand corner to ‘View Our New Portal’. This will navigate the administrator to the new portal for Institutional Administration. 

Manage Subscriptions

Once in the new portal the administrator will be brought to the Subscription list. All available subscriptions are displayed showing the name of the Smart Bank, start and end dates, number of days, as well as information on the total and assigned number of subscriptions. Each of these columns can be sorted and the administrator can also filter the list by Exam Year or search the list by Smart Bank name.

To assign learners to a subscription, the administrator will select ‘Add Learners’ in the Actions column for the desired subscription. 

Import Learners

When the administrator selects ‘Add Learners’, the Import Students wizard is displayed. 

How to Import Students

Step 1: Download the learner import file template. This file shows what fields and structure are required for the import process. (Please note, first name, last name, email and grad year are required fields and the file should be saved as .csv, .xls, or .xlsx)

Step 2: Use this template file to create the file of student records to import. When the file is ready, the administrator can move to the next step

Step 3: Click “Select file to import” and choose the completed file of students.

Step 4: Click “Next: Validation” once the import file is selected.

Step 5: The Validation step will confirm the number of learners and the available subscriptions to assign. Any errors will be detailed and should be reviewed. If any errors are generated that should be corrected, select ‘Cancel’, update the import spreadsheet file and begin the import process again with the updated file.

  • Possible errors include formatting errors in the file or learners who have already been assigned to the subscription. 
  • If there are more students in the file than available subscriptions, the file will not be able to be imported. 

Step 6: Enter a name for the import if desired. A group will be created with this name including all learners in this bulk upload. 

Step 7: Click “Import Valid Records” to import learners. 

Step 8: A confirmation of all learners who have been added to the subscription as well as any errors will display.

When learners are added to a subscription, they will receive an activation email (for new learners) or a notification email that they have been added to a new subscription.

Import Faculty

Administrators can also choose to bulk upload faculty to the institution. Selecting ‘Faculty’ from the left hand navigation menu will open the list of faculty currently linked to the institution. When the administrator selects ‘Add Faculty’, the Import Faculty wizard is displayed. 

How to Import Faculty

Step 1: Download the faculty import file template. This file shows what fields and structure are required for the import process. (Please note, first name, last name, email and profile permissions (Standard or Admin) are required fields and the file should be saved as .csv, .xls, or .xlsx)

Step 2: Use this template file to create the file of faculty records to import. When the file is ready, the administrator can move to the next step. Click “Select file to import” and choose the completed file of faculty.

Step 3: Click “Select file to import” and choose the completed file of faculty.

Step 4: Click “Next: Validation” once the import file is selected.

Step 5: The Validation step will confirm the number of faculty in the file. Any errors will be detailed and should be reviewed. If any errors are generated that should be corrected, select ‘Cancel’, update the import spreadsheet file and begin the import process again with the updated file.

Step 6: Click Import Valid Records to import faculty. 

Step 7: A confirmation of all faculty who have been added to the institution as well as any errors will display.

When faculty are added to an institution, they will receive a welcome email with information on getting started.

FAQ

To purchase additional subscription licenses, please contact your Account Manager.

Any 10 digit phone number format will be accepted during enrollment, ex: (555-555-5555, 5555555555, (555)555-5555

 This will happen if a learner’s account email has been previously deactivated in our system.  Please double check the email address for accuracy and contact TrueLearn Support to request account reactivation.

Review the cells in your document for additional spacing or gaps.  An extra line in a cell will count as an additional record during validation.

Welcome emails are sent from the TrueLearn system on the date that a subscription is set to begin.  If you are uploading learners on or after the subscription set start date, welcome emails will typically be sent within several minutes.

Faculty welcome emails will be sent within several minutes of being uploaded to the system.  Existing faculty members will not be sent new welcome emails unless they are manually re-sent.  Faculty members with existing TrueLearn learner accounts may not receive welcome emails when being uploaded as faculty members under the same email address.