Inviting Multiple Users (CSV Batch Import)
Overview
When you need to add multiple users to Learn Amp at once—such as during initial platform rollout, onboarding a new cohort, or updating user details in bulk—the CSV batch importer is the most efficient approach.
This guide walks you through the batch import process step by step.
Pre-requisites
Before you begin, ensure you have:
A CSV file with user data (download the template from Learn Amp)
Access to the People section in Learn Amp
User details including names and email addresses
Role Requirements
You must have one of the following roles to use the batch importer:
Role | Can Import |
|---|---|
Owner | Yes |
Admin | Yes |
HR | Yes |
Curator | Yes (if granted People permissions) |
Quick Start Guide
Step 1: Open the Batch Importer
From the sidebar, navigate to Manage → People → Individuals, then click Actions → Invite many users.
Step 2: Download and Prepare Your CSV
On the import page, you'll find a downloadable CSV template. We strongly recommend using this template to ensure your data maps correctly.
Required columns:
Name (or First name and Last name separately)
Email
Optional columns:
Job title
Primary team
Secondary teams
Role
Language
Location
Timezone
⚠️ Warning: Column headers must match Learn Amp's expected labels exactly. The template provides these for you.
Step 3: Upload Your CSV File
Once your CSV is prepared:
Click Choose file or drag and drop your CSV
Click Next, review data to proceed
Step 4: Map Your Columns
Review how your CSV columns map to Learn Amp fields:
CSV Column Label | Learn Amp Field |
|---|---|
Your column name | Matching system field |
If a column doesn't match automatically, use the dropdown to select the correct field. Unmatched columns will be skipped.
Columns without matches: If any data appears in this section, go back to your CSV and correct the column headers.
Click Next, settings to continue.
Step 5: Configure Import Settings
User Handling Options
Setting | What It Does |
|---|---|
Add new users, update existing users | Creates new users and updates details for any existing users found in the CSV |
Add new users, update existing, deactivate others | Same as above, plus deactivates any users NOT in your CSV (use with caution) |
Add new users only | Only creates new users; ignores any existing users in the CSV |
⚠️ Warning: The "deactivate all others" option will remove users from the platform. Only use this if your CSV represents your complete user base.
Invite Timing Options
Setting | What It Does |
|---|---|
Do not send invites | Users are created but no emails are sent—you can invite them later |
Send invites immediately | Invitation emails are sent as soon as the import completes |
Send invites at a specified time | Schedule invites for a specific date and time |
Step 6: Run the Import
Click Import to begin processing your CSV.
The system will work through each row, creating or updating users as configured. You'll see a summary when complete.
Step 7: Verify the Results
After the import:
From the sidebar, navigate to People → Individuals
Use the status filter to view Invite Pending users
Verify the expected number of users were imported
FAQs
Q: What's the maximum file size for CSV uploads?
CSV files can be up to 10MB. For very large imports, consider splitting into multiple files.
Q: Can I update existing users with a CSV?
Yes. Choose the "Add new users, update existing users" option. Existing users will be matched by email address and their details updated.
Q: What happens if a row has errors?
The import will skip rows with errors and continue with valid rows. You'll see a summary of any skipped rows at the end.
Troubleshooting
Issue | Solution |
|---|---|
Columns not mapping correctly | Ensure column headers exactly match the template |
Special characters displaying incorrectly | Save your CSV with UTF-8 encoding (in Excel: Save As → CSV UTF-8) |
Users not appearing after import | Check if rows had errors; verify emails weren't already in the system |
Team names not matching | Ensure team names in CSV match exactly (including capitalisation) |
💡 Tip: Always download and use the provided template to avoid mapping issues.
💡 Tip: The user's primary team determines their manager. Ensure team names match exactly, including capitalisation (e.g., "Marketing" not "marketing").
💡 Tip: Test with a small batch first before importing large numbers of users.
💡 Tip: Keep a backup of your CSV in case you need to re-import or troubleshoot.
Understanding Import Settings
When to Use Each User Handling Option
Add new users, update existing users — Best for:
Regular updates where you want to sync changes
Adding new starters while updating existing user details
Add new users, update existing, deactivate others — Best for:
Full sync scenarios where your CSV is the source of truth
Automated processes where leavers should be removed
Add new users only — Best for:
Adding a specific cohort without affecting existing users
Initial rollout where you don't want to modify any data