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Import/Edit Users

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Overview

Administrators can use the Import tool in the Users menu to add new users to a domain or edit existing users in bulk. Multiple users are defined in a .csv file with an Action column specifying if the intent is to create (Add) or update (Edit). 

This article describes how to create the .csv file of users and the steps to perform the import after logging in to your school/program domain. 

Note:  Please see the attached template at the end of this article.

Create the New Users .csv File


These fields are used to create users. Fields marked Required must have a value in each row.

Important: If any required fields are missing in the spreadsheet, an error will display during import. 

  • Action (Required): Each row must contain ‘Add’ to create a user account.
  • First Name (Required): User’s first name (middle name optional).
  • Last Name (Required): User’s last name.
  • Username (Required): Must be unique within a domain.
  • Password (Required): Include at least three of the following character classes:
    • capital letter
    • lowercase letter 
    • special character (@,*,$) and/or 
    • number
  • Student License (Required): Required for student users. Enter the license type the student will use. Select STAFF or OBSERVER for other user types.  Contact your District Success Partner if you have questions about the license type to use. 
  • Role ID: Enter the Role ID for staff. Common Role IDs are on the User Bulk Import Template linked at the bottom of this article. You can find all available roles and role IDs in the Admin App under Roles.
  • Email (Required): User's email address.
  • Email address for Shipping Notification (Required): User's email for shipping course materials. If user is staff or has no email, use N/A for this field.
  • Shipping Address Line 1 (Required): Address where materials will be shipped. P.O. Boxes are not allowed. If user is staff or has no email, use N/A for this field.
  • Shipping Address Line 2: Optional additional address information.
  • City (Required): User's city, required for course material shipment to student. If user is staff or observer, use N/A for this field.
  • State (Required): User's state, required for course material shipment to student. If user is staff or observer, use N/A for this field.
  • Zip Code (Required): User's ZIP, required for course material shipment to student. If user is staff or observer, use N/A for this field.
  • Phone Number: User phone number - Required if using Pearson Teachers.
  • Grade Level: Student’s grade level.
  • Domain ID: Optional - add the Domain ID where the user should be created if adding users to multiple domains.
  • IEP: Add “true” if user has an IEP.
  • 504: Add “true” if user has a 504.
  • ELL: Add “true” if user is an English language learner.
  • NCAA: Add “true” if user has an NCAA requirement.
  • External ID: Placeholder for student information in an external system (such as SIS ID).

  • Description: Open text field for optional description of user.

     

Screenshot of an example Add Users batch import template. Add appears under Action.

Note: .csv files that contain records with duplicate usernames will proceed, but users with a duplicate username will not be imported. The following characters are supported for usernames:

  • A-Z
  • a-z
  • 0-9
  • Dash (-)
  • At sign (@)
  • Period (.)
  • Underscore (_)
  • Apostrophe (')

Perform the User Import:

  1. Log in as an Administrator, then go to the Admin app.
  2. Select the Users menu.
  3. Select the three dots (Actions menu), then select Import.      

  1. Enter the .csv file name or use the Choose  button to locate the file, then select Okay.
  2. Select Next.   

   

  1. A window displays, showing data from the .csv file. Ensure it is in the proper format and contains no errors. Records showing problems will not import. Select Import to continue.  


 

Note: The system will only display the first 1000 users during the import process. It is not recommended to import more than 5,000 users per .csv.

  1. Review the window that displays whether the data imported properly. Any record with a problem is displayed with a red X and/or an explanation of why it did not import.
  2. Select Close to finish the import.

Edit Existing User Information

To update profile information for a single or multiple users (for example, a new email address), use the same batch import process. To edit existing user profiles:

  1. Set the Action column to Edit.
  2. Include the User ID (the user's unique identifier that cannot change).
  3. Update only the columns you want to change.

Note: It may be easier to create the files in Excel and save them as .csv.

 

Screenshot of an example Edit Exisiting Users batch import template. Edit appears under Action.

Tip: An easy way to gather the user IDs in bulk is to run the Other Reports > User Details Report or they can be copied from the Users menu if less than 500 users in the domain.

How to Edit Inactive Users in Bulk

  1. Prepare a .csv file with three columns: Action (Edit), User ID, and Status. 
  2. Locate the User IDs to inactivate. To gather them in bulk, run Other Reports > User Details Report, or copy them from the Users menu if the domain has fewer than 500 users. Add them to column B (User ID).
  3. Enter “Inactive” in column C to change statuses from active to inactive.
  4. Perform the user import (see Perform the User Import).

For more information, review this video that will show you how to set up the Bulk Users Template.

When you have set up the template, review this video that will show you how to import/edit users in bulk in Pearson Connexus.

 

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