Reach 360: Manage Users and Groups via CSV

Good news, admins! You can import your learners all at once rather than inviting them individually. Just add their information to a CSV file and upload the file to your account. Keep reading to learn more.

1. Get the Import Template
2. Create a CSV File
3. Upload the CSV File
4. Manage Groups via CSV

Step 1 - Get the Import Template

To ensure your import is seamless, we recommend using our template. Here’s how to download it.

1. In Reach 360, navigate to Manage > People > Users.
2. Click Import.
3. Click Download our template to download the template.

Alternatively, you can create your own, but it’ll need to match the example below. 

Tip: If you've used our template previously and encountered upload issues, ensure you're using the latest version by downloading a fresh copy.

Step 2 - Create a CSV File 

Now that you have a template, you'll need to create a CSV (comma-delimited) file that lists your learners' information. 

Note: Only learners can be added via CSV import. You can bulk upload authors and admins in your Articulate 360 Account Management Console. 

Add learners' first names, last names, email addresses, and groups to a spreadsheet as shown:

Then save the spreadsheet as a CSV file. (Excel might warn you that some features won't work in a CSV file and ask you to confirm that you want to keep using this file format. Click Yes.)

Here are some tips for working with CSV files:

• Don’t worry about importing large numbers of learners at once. Keep in mind that, for Reach 360 trials, you can't have more than 250 pending invitations at a time.  
• Reach 360 ignores entries for duplicate and already-registered emails. If you include an email more than once in the spreadsheet or a user on your account is registered with that email, that learner won't receive additional invites, and changes you make in the CSV to their group enrollments won't be updated.
• The information in the first name, last name, and email address cells can't exceed 50 characters each. The groups cell can have no more than 100 characters. 
• A first name, last name, and email address are required for each entry.
• The Groups column isn't mandatory.

Updating Custom Learner Profile Fields

To update custom learner profile fields for existing learners, add columns labeled Custom: Name of Field to your CSV, substituting the name of your custom fields in each column. This option is available for existing learners only. You can't add learner profile field values for learners being added via CSV.

For example, a custom Birthday field was added to your learner registration page after Sally registered for Reach 360. James is being added to Reach 360. Add the column Custom: Birthday to the CSV and enter Sally's response. James will provide this information when he registers, so leave his column empty.

Step 3 - Upload the CSV File

1. In Reach 360, navigate to Manage > People > Users.
2. Click Import.
3. Click Upload CSV file, browse to your CSV file, and click Open.
4.  The number of new learners to be added and changes to existing learners displays. Click Import Changes to continue. You can also replace the CSV with another. 
5. Click Done.

After uploading a CSV file, you’ll see how many learners were imported and how many existing learners were modified, along with how many errors (if any) occurred. Click See Details to download an annotated CSV with the import errors.  

When you click Done, all imported learners receive an invitation to join your account. You can track their invitations via the Pending tab. If a pending learner is resent an invitation email, they can disregard the duplicate invite.

4. Manage Group Membership with CSV

You can also manage your group memberships via CSV. On the Group tab, select a group from the list and click the Import button. To add users, click Upload CSV file, browse to your CSV file, and click Open, just like on the Users tab. If the user doesn't have an account, they'll receive an email invitation. Pending users are added to the group once they accept their invite. If they already have an account, they'll receive an email with information on the training in which they've been automatically enrolled.

You can also remove users from the group via the CSV import method. Before you browse for your file, select the Remove all users… option. When the CSV is uploaded, any group members that aren't listed in the file are removed (this doesn't delete them from your Reach 360 account).