There are multiple ways to get your learners into the system 
  1. Upload Excel 
  2. Create a Registration Form
  3. Integrate with HRMS

Open the 'Import Learners' link from the sub-menu of the 'Learners'  menu from the left menu.


Know your data
If you have a master data file in CSV or Excel format in short it's your learner database.
Open the file - see the structure of the data, does it has headers, and how many columns are there for each record.


Identify columns
the columns you have in the file will get imported as different field records for that learner, remove the columns that you don't want to use.
for example, if you have names of the managers in the file for each employee, after upload the manager field will be available as a filter to view the results as per a particular manager, this gives another angle to view your data, you can upload as many variables to make your reports rich and meaningful, be judicious about the data that has no filter value.


Checklist for ensuring your file is proper before importing 
    1. No duplicate records exist 
    2. Emails are checked and correct. The system will verify the emails before entering them into the database.
    3. Each column has one value not multiple, for example: only one email for each learner.
    4. Usernames should not be empty or contain any whitespaces.
Create custom fields 
If you are importing for the first time, a minimum username column must be present to successfully import your sheet. Random passwords can be generated through the importing process. 

If you are importing some additional information such as the date of birth, father's name, employee ID, etc. that can be also easily imported. The system will create some custom fields while importing as set. You can see and manage the custom fields from the "Manage Custom Fields" link under the Learner sub-menu.


Steps to import learners using Excel:

The Excel file can be either in XLS, XLSX, or CSV format.
For instance, we are importing a sheet with username, password, date of birth, and employee ID.

Step 1 - Import Learners


If you already have an Excel file with all the details of the learners, then you can straight upload that file, or if you do not have a template you can simply click on the download template link on the left. The template will have the headers which are common like username, password, name, and password. If you have any existing custom labels then they will also be present in the template. Next, add the learner's details to the sheet.

You need to enable the checkbox that says "First row contains field names" when your Excel file has column headers on the first row. This checkbox will be enabled by default when you are importing for the first time so that the system can automatically identify the column names.

Then upload the file inside the dialog box on the right.

Now click on the Import button. Now the second step will be shown.


Step 2 - Identify Header fields

From here you need to set the type of your importing fields.

The Field name row needs to be set for every column. Select the field name related to the learner's data.

Just below you can see the rows which are going to be imported into the Ezae application.

The fields that have been already selected can not be selected for another column. For the Date of birth column, we will select the other option. On selecting the Other option it will show a text field, where we can put in the column name and select the type of the field. In this case, we will select the Date as type.

For the Employee ID column, we will again select the Other option.

If you imported the wrong file or the imported data does not look how you want, you can click on the Back button to import the file again.

Once you are satisfied, click on Looks Good button to move on to the next step.


Step 3 - Match Login Details

The next step is to match your Excel sheet column headers with the fields you have selected in the previous step.

The step is basically to verify that the column headers match the data. You can see the column header on the left and some sample data from the imported sheet on the right.

If you do not have any passwords for your learners, you can generate a random password for each user. It saves you the trouble of creating a new password upfront, people can always change their passwords later. The user will receive an email regarding his username and password to the application.

If you want you can also set an existing profile to all the importing learners. Or you can skip this step and assign profiles later from the "Manage Learners" page.

Lastly, you can choose to send an invitation mail to the learner. The mail will include a welcome message. You can also skip this step and do it later if you want. You can send an invitation whenever from the "Auto Notifications" section.

Click on Update.

Your learners will start importing. You can see the progress on the screen.

If there are any errors, they will be shown here then you can adjust your sheet and try importing again.

On successful or failed importing you will get an email notification with a summary of the successful rows. Failed importing summary will consist of all the errors that were found while importing with row numbers of the imported file Excel.
 
Types of Error Notifications 
      1. Username cannot be empty or contain white space
      2. Password cannot contain white space
      3. Column names cannot be duplicated or empty
      4. Email cannot be empty
      5. Invalid email
      6. Duplicate user name/user already exists (This will provide you with a downloadable file link to re-upload failed users again)
      7. Sheet columns are not equal to custom fields (In case you are importing learners and there are already custom fields created)