Prerequisites
- You must have the Administrator role to access the User Import feature.
- Groups, partners, learning paths, and courses referenced in your file must already exist on the platform.
- Each user's username must be unique across the platform.
- Either an email address or a password is required per user row — both can be provided.
Overview
The User Import feature allows administrators to create or update large numbers of user accounts at once by uploading a structured Excel file (.xlsx). It covers account creation, role assignment, group membership, learning path and course enrolment, and password configuration — all in a single operation.
The import follows a four-step flow: access the page → download and fill the template → upload and analyse → confirm. No in-app editing is available after upload; all corrections must be made in the source file and re-uploaded.
Key elements of this feature
- Create new users or update existing ones in bulk via Excel upload
- Assign roles, types, groups, learning paths, and courses directly in the file
- Required columns and import rules are documented directly inside the template
- A post-upload analysis screen surfaces errors before any data is committed
- Older templates remain fully compatible — no migration needed
- Errors require re-uploading the corrected file; in-app correction is no longer available
Step 1
I — Access the User Import page
The User Import entry point has not changed. Navigate to it from the administration menu.
- Open the User Administration section from the main navigation.
- Click User Import in the submenu.
- The import page loads with the template download options and the file upload area.
Good to know
If you do not see the User Import option, your account does not have the Administrator role. Contact your platform administrator to request access.
Step 2
II — Download and fill in the import template
The template is an Excel file (.xlsx) with two active sheets: Instructions (column reference and rules) and Users (data entry). A third hidden sheet contains accepted values for constrained fields.
Download the template
- On the import page, select your preferred date format.
- Select the language for the template.
- Click Download Template.
- Open the
.xlsxfile in Excel or a compatible application.
Updated template
Required columns are now labeled with an asterisk (*) directly in the column headers. Import rules are documented inside the Instructions sheet. Existing templates remain fully compatible — switching to the new format is not required.
Column reference — Users sheet
| Column | Requirement | Expected value / format |
|---|---|---|
| Last name | Optional | Last name of the user. Leave empty to preserve an existing value. |
| First name | Optional | First name of the user. |
| Phone number | Optional | Phone number of the user. |
| Type * | Required |
Internal or Partner
|
| Partner | Conditional | Required if Type = Partner. Must match an existing partner name exactly. |
| Role * | Required |
Administrator, Designer, Learner, Community manager, Facilitator, Learner Author
|
| Conditional | Either Email or Password is required. If omitted, the user receives an invitation email. | |
| Username * | Required | Unique username. Must not already exist for a different user. |
| Password | Conditional | Either Email or Password is required. If empty, the user receives an invitation email. |
| Language * | Required | Interface language (e.g. French, English). Use the reference list in the hidden sheet. |
| Timezone * | Required | IANA timezone (e.g. Europe/Paris). Use the reference list in the hidden sheet. |
| Activation date | Optional | Date when the account becomes active. Leave empty to activate immediately. |
| Suspend date | Optional | Date when the account is suspended automatically. Leave empty for no suspension. |
| SSO | Optional |
yes or no
|
| RhID | Optional | Internal HR identifier. |
| Group Member1–6 | Optional | Group name the user belongs to. Must match an existing group name exactly. |
| Group Manager1–6 | Optional | Group name the user manages. Must match an existing group name exactly. |
| Learning path1–X | Optional | Learning path to enrol the user in. Extend columns using the same naming pattern. |
| Course1–X | Optional | Course to enrol the user in. Extend columns using the same naming pattern. |
| Force password change | Optional |
yes or no
|
| Custom fields | Optional | User custom fields defined in your platform configuration. |
Matching existing records
Group names, partner names, learning path names, and course names must exactly match the records configured on the platform (case-sensitive). A mismatch generates an error during analysis and blocks that row.
Interactive walkthrough — Filling in the import template
[Floik embed — Template completion step-by-step]
Step 3
III — Upload the file and review the analysis
Once the file is completed and saved, upload it from the import page. The platform runs a full analysis before any data is written.
- On the User Import page, click Upload file or drag and drop your file into the upload area.
- Select your completed
.xlsxfile and confirm. - The system processes the file. An analysis screen appears.
What the analysis screen shows
- Number of users to be created — new accounts detected in the file
- Number of users to be updated — accounts matched to existing users
- Detected errors — rows or cells that cannot be processed
- Detailed error descriptions — exact nature and location of each error
No in-app editing after upload
You cannot modify imported data from the web interface. If errors are detected, correct your original Excel file locally and re-upload it. The analysis will run again on the new file before any data is committed.
Step 4
IV — Confirm and execute the import
After reviewing the analysis, decide whether to proceed or correct and re-upload.
If errors are detected
- Read the error descriptions on the analysis screen.
- Open your original Excel file locally and apply the corrections.
- Save the file and re-upload it from the import page.
- The system runs a new analysis on the corrected file.
If no blocking errors remain
- Review the summary: users to be created and users to be updated.
- Click Confirm import.
- The import is executed. Accounts are created or updated according to the file.
System behavior after confirmation
- Users without a password receive an invitation email to set their password and activate their account.
- Group memberships, learning path enrolments, and course registrations are applied immediately.
- Users with a future activation date will not have access until that date.
Interactive walkthrough — Upload, analysis, and confirmation
[Floik embed — End-to-end import flow]
V — FAQ & Troubleshooting
-
Issue: The file uploads but every row is flagged as an error.
Solution: Check that the required columns (marked with *) are filled for every row: Type, Role, Username, Language, and Timezone. Also verify that either Email or Password is provided per row.
Issue: A group, learning path, or course name is flagged as unrecognised.
Solution: The value in your file must exactly match the name configured on the platform, including capitalisation and spacing. Open the relevant section of the platform, copy the name as displayed, and paste it into your file before re-uploading.
Issue: The User Import option does not appear in the menu.
Solution: This option is only visible to users with the Administrator role. Verify your role in the platform settings or contact your platform administrator to request access.
Issue: Users were imported but did not receive an invitation email.
Solution: Invitation emails are only sent when no password was set in the file. If a password was provided, the account is activated directly and no email is sent. Also check that the email address in the file is correct and that the platform email configuration is active. -
Can I edit user data directly in the platform after uploading the file?
— No. In-app editing is no longer available. Correct your original Excel file locally and re-upload it. The analysis screen runs again on the new file before any data is committed.
Are my existing import templates still compatible?
— Yes. Templates from previous versions remain fully functional with no breaking changes. You may continue using existing files or switch to the new template to benefit from improved inline documentation.
What does the asterisk (*) in column headers mean?
— Columns marked with (*) are required. If a required column is empty for a given row, the system flags it as an error during analysis and the row will not be imported.
What happens if I leave a column empty for an existing user?
— For user updates, an empty cell means "do not change this field" — the existing value is preserved. Required fields (marked with *) must still contain a value even for updates.
Can I add more than 6 group memberships or learning path enrolments per user?
— For learning paths and courses, add extra columns following the same naming pattern (e.g. Learning path7, Course7). The system will process the additional columns. Group Member and Group Manager columns are capped at 6 in the standard template.
Is the import faster than before?
— Yes. A backend infrastructure migration has improved throughput and stability, particularly for large files. The improvement is automatic — no action is required on your side.
Does this change affect end users or learners?
— No. All changes are limited to the administrator-facing import workflow. Learners are not affected.
What is the SSO column used for?
— It defines whether the user authenticates via Single Sign-On. Set to yes if authentication is managed by your identity provider, or no for standard platform authentication. If your organisation does not use SSO, leave it empty or set it to no. - For additional assistance, submit a request:
Contact Rise Up support
Managing user roles and permissions
Creating and managing groups
Enroling users in learning paths