Administrators can use the Import tool in the Users menu to add new users to a domain, edit existing users, or delete existing users in bulk. Multiple users are defined in a .csv file with an Action column specifying if the intent is to create (Add), update (Edit), or remove (Delete) the user(s).
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.
Creating the New Users .csv File
The following fields are used to create users. Required fields are noted by field name and must have a value in each row.
Action: Each row must have the text ‘Add’ to trigger the creation of the user account.
First Name (Required): User’s first name (including middle name is optional)
Last Name (Required): User’s last name
Username (Required): MUST be unique within a domain.
Password (Required): The use of at least three-character classes is required. One of each of the following: Capital letter, lowercase letter, special character (@,*,$), and/or number.
External ID: Placeholder for student information in an external system (such as SIS ID)
Email (Highly Recommended): user email address
Description: Open text field for optional description of user.
Email address for Shipping Notification (Required): user email address used 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 info
City: User city location, required for course material shipment to student. If user is staff or observer, use N/A for this field.
State: User state location, required for course material shipment to student. If user is staff or observer, use N/A for this field.
Zip Code: User 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
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 a NCAA requirement
Grade Level: Student’s grade level
Student License (Required): Mandatory for student users. Enter the license type the student will be using. Reference the Identifying License Types for Students guide on My Pearson Training. Select STAFF or OBSERVER for other user types.
Role: Used only for staff users. Staff can have a role of a Customer Administrator, Domain Teacher, or Domain Teacher-Authors. Users with roles that are misspelled or do not exist will be created with no domain permissions. Role should be left blank for all new student and observer users. If a role is not provided, the new user will be created as a student.
Domain ID: Optional - add the Domain ID where the user should be created if adding users to multiple domains.
.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:
- Dash (-)
- At sign (@)
- Period (.)
- Underscore (_)
- Apostrophe (')
To perform the User Import:
- Log in as an Administrator, then go to the Admin app.
- Select the Users menu.
- Select the three dots (More menu), then select Import.
- Enter the .csv file name or use the Browse button to locate the file, then select Okay.
- Select Next.
- A window displays, showing data from the .csv file. Ensure it is in the proper format. 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.
- 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.
- Select Close to finish the import.
Editing Existing User Information
To update user profile information for a group of users (for instance, with a new email address), you can use the same batch import process to make these changes. When editing a user profile, set the Action column set to Edit, include the User ID (this is the unique identifier for the user that cannot change), and update only the columns that have information you want to change. (Note: Making these files in Excel in columns and then saving the files as .csv files may be easier.)
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.
When editing a user profile, set the Action column set to Edit, include the User ID (this is the unique identifier for the user that cannot change), and update only the columns that have information you want to change. (Note: Making these files in Excel in columns and then saving the files as .csv files may be easier.)
Deleting Existing Users
To delete existing users, you only need the column headers of Action (Delete) and User ID. Running the Other Reports > User Details Report is an easy way to gather the User IDs in bulk, or they can be copied from the Users menu if there are fewer than 500 users in the domain. Create a .csv and follow the same steps to import a new user above, to process the file.
After deletion, you can still run the User Details Report for Deleted users if a list is needed. Deleted users can be restored by Administrators at any time in the Users menu using More > Restore.