The "Bulk Import" menu of the LMS allows you to upload historical training and certification records via CSV so you can quickly centralize your organization's learning history in the LMS with less tedious manual entry.

Things to Note

General Info

• Courses and certifications do not need to exist as records in the LMS ahead of time for history to be imported.  The import creates transcript records based on the CSV data if a course or certification does not exist at the time of import.
• The import process treats courses and certifications differently in terms of how it tries to match existing learning records.
  • For courses: The system attempts to match existing course history records by course number. If a matching course record exists for a user, the import overwrites that learning record for the user. If no match exists based on the course number, a new learning record is added for that user.
  • For certifications: The import always creates a new certification record on a user’s transcript. Records are imported as completed and are not de-duplicated, even if the name and dates are the same. This aligns with the existing LMS behavior of assigning a certification to a user.
• An admin can retrieve usernames and employee IDs for users with the report titled “People Detail with PID” in the reports section of the Learning Management System.
• Tab names cannot be renamed
• If you update an error file and re-import the file, the “Errors” column needs to be removed before you upload it again. 
• An import can fail for any of the reasons below:
  • The file is too large – Only files up to 50 Mb will be accepted.
  • The file is the wrong type – Only .csv files are accepted.
  • The file is empty with no records – If there are no records to import in the file, the import will fail.

Course History Import

• Records listed on the Course History Import tab will be added to your employees’ Course history, both on respective screens and in reports. 
• The following columns are required:
  • Username or Employee ID (can be username or employee ID, but must match an existing user in the Learning Management System)
  • Training Type (must match an existing training type in the Learning Management System). There are five training type values accepted.  Each is case sensitive.
    • "Task" 
    • "OJT" - On the Job Training (OJT)
    • "VILT" - Virtual Instructor Led (VILT) 
    • "OLT" - Online Training (OLT) 
    • "ILT" - Instructor Led (ILT) 
  • Course Title (does not need to match an existing course)
  • Completed Date 
    • This must be in MM/DD/YYYY format.  For example, “07/10/2025”.
• All other fields are optional (additional details below)  
  • The “Duration” field is represented as hours.  The value must be a whole number of up to two decimals.  For example, “1.5” is one and half hours.
  • The “Grade” field will accept numbers or letters. 
• The Course No. field for a row is optional.  Below are the rules for using it in the import:
  • If the Course No. field is included in a row, the import will try to match this number to an existing course. If the Course No. value matches a course within the Learning Management Course Catalog, the system will tie the import record to learner’s record for that course.  The import will then show a new learning record with a new completed date for the learner.
  • If the Course No. field is included in the row, and it does not match an existing course, the import row will fail.  
  • If the Course No. field is not included in a row, the system will generate the learning record as if it was a new course for a learner. 

Certification History Import

• Records listed on the Certification History Import tab will be added to your employees’ Certification history, both on respective screens and in reports.
• The tab will support either Username or Employee ID (can be username or employee ID, but must match an existing user in the Learning Management System)
• All other fields are required.

Using Bulk Import

1. The "Bulk Import" menu will provide some brief instructions on how to fill in the respective import templates and the import templates for course and certification history.
   
2. When completing the import template, refer to our notes here to ensure a successful bulk import.
   
3. After completing the import template, you can import the template by dragging and dropping the file to the provided area or by selecting the file from your desktop.
   
4. Click Begin Import when ready. You do not have to stay on this page and wait for the bulk import to complete. You can navigate away from the page while the import is processed.
5. After the file has been imported, you will see a record of the import in the “Import History” table at the bottom of the page. 

Reviewing Import History

The "Import History" menu will provide the following columns:

• Last Updated - The time and date of when the system was last able to get a valid status of the import.
• Initiated by - Displays the LMS user who uploads the import file.
• Type - If it is a course or certification upload.
• Status - The progress of the upload in one of the following statuses:
  • In progress
  • Complete but with errors
  • Complete
• Total - The number of records attempted to be uploaded.
• Successes - The number of records successfully uploaded.
• Failures - The number of records that failed to upload.
• Error files - The error file that can be downloaded by the administrator to view the details of each failed record.
  • This file will have an additional column that details the reason why a record failed to import.
• Original file – The original file that was uploaded.