The Batch Import Users function creates multiple users of any role in one process using a .csv file. Batch Import Users can be performed only by users with Administrator roles. You can use the Batch Import Users tool to add new users into a domain and edit existing users.
This article describes how to create the .csv file of users and the steps to perform the batch import after logging in to your school/program domain.
Note: Please see the attached template at the end of this article.
Adding New Users to a Domain
Creating the Batch Import Users .csv File
The following fields are used to create the Batch Import Users .csv file:
- Action: Add
- First Name: Mandatory
- Last Name: Mandatory
- Username: Mandatory - MUST be unique within a domain.
- Password: Mandatory - 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.
- Email: Optional - This is the email that will be used for any material shipment notifications.
- External Id: Optional - Placeholder for student information in an external system (such as SIS ID)
- Description: Optional - Describe the user’s use or function in Pearson Connexus (such as student, Junior).
- Student License Type: Mandatory for student users - Enter the license type the student will be utilizing. Reference the Identifying License Types for Students guide on My Pearson Training.
- Role: Can be Domain 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 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.
- Shipping address fields: Optional - Address where materials will be shipped. P.O. Boxes are not allowed.
- Accommodation information: Optional - Select if the student has an IEP, 504, is an English Learner (EL) student, or is seeking NCAA eligibility.
- Grade level: Optional - The new student’s current grade level.
- .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 (')
If student email addresses are not available when creating the .csv file, Pearson recommends having students add their email by editing their Personal information, as shown below. This option varies by program and whether the Administrator assigned this permission to the students in Domain Settings.
To perform the Batch User Import:
Note: There is not a limit to the number of users or enrollments that can be imported into the system with the batch import process. However, the system will only display the first 1000 users or enrollments during the batch process, as described below.
If you have more than 1000, the system will process them all but will only display 1000.
- Log in to the system as an Administrator.
- Select Users from the Toolbar on the left.
- Select Import.
- Enter or use the Browse button to enter the .csv filename and select Continue.
- Review the screen that shows if the data from the .csv file is in the proper format. Records showing problems will not import. Select Import to continue.
- Review the screen that shows 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.)