Bulk Import of Tasks

Overview

Bulk Import allows you to create multiple tasks at once using a CSV file. This is ideal for:

• Migrating task data from another system

• Creating large volumes of individual task assignments

• Setting up historical task records with completion data

• Batch-assigning training to specific users with custom deadlines

Instead of manually creating each task one by one, you can prepare your data in a spreadsheet and upload it in a single operation.

Functionality Breakdown

The Bulk Import of Tasks feature allows you to:

• Create individual tasks for multiple users at once

• Specify custom deadlines for each assignment

• Import completed task data (including completion dates)

• Configure recurrence settings per task

• Set mandatory/optional status

• Control notification behaviour

• Assign different content to different users in the same import

Pre-requisites

Feature Requirements

• Bulk Import feature must be enabled for your company

• You must have Owner or Admin role

Data Requirements

Before importing tasks, ensure:

• Content exists: All Items, Learnlists, Quizzes, or other content must already exist in Learn Amp

• Users exist: All users referenced by email must be active in the platform

• Assigners exist: The assigning users must be valid platform users

Quick Start Guide

Step 1: Access Bulk Import

1. Navigate to Manage in the sidebar

2. Select Imports

3. Click Tasks from the import options

Step 2: Download the Template

1. Click Download Template to get the CSV format

2. Open the template in your preferred spreadsheet application

Step 3: Prepare Your Data

Fill in the template with your task data. Required and optional fields are detailed below.

Step 4: Upload and Validate

1. Click Upload CSV

2. Select your prepared file

3. The system will validate your data and show any errors

4. Review the validation results before proceeding

Step 5: Complete Import

1. If validation passes, click Import

2. The system will create all tasks

3. Review the import summary for any issues

CSV Fields Reference

Required Fields

⚠️ Note: To create an open-ended task (no deadline) via bulk import, leave the Deadline Date field empty. The task will be created without a due date—learners must still complete it, but it will never appear as overdue.

Optional Fields

Field Details

Content Type and Title

The content must already exist in Learn Amp. Use the exact title as it appears in the platform.

Supported content types:

• Item - Learning items (videos, documents, articles, etc.)

• Learnlist - Learning pathways

• Quiz - Assessments

• Event - Events

• Survey - Surveys

Date Formats

Dates should be in one of these formats:

• YYYY-MM-DD (e.g., 2025-01-15)

• DD/MM/YYYY (e.g., 15/01/2025)

Boolean Fields

Boolean fields accept:

• TRUE, true, 1, yes, Yes - for enabled

• FALSE, false, 0, no, No - for disabled

Recurrence Settings

If Recurs is set to TRUE, you should also provide:

• Recurrence Months: How many months between task cycles

• Reopen Before Deadline Days: How many days before the deadline to issue the next recurrence

⚠️ Note: Recurrence requires a deadline. If you leave the Deadline Date empty (creating an open-ended task), the Recurs field will be ignored.

Example CSV

Tasks with Deadlines

Open-Ended Tasks (No Deadline)

💡 Tip: Leave the Deadline Date column empty to create open-ended tasks. These tasks will display "No deadline" to learners and will never appear as overdue.

Importing Historical Completed Tasks

You can import tasks that have already been completed by including the Completed At field:

This is useful for:

• Migrating from another LMS

• Recording historical training completions

• Maintaining compliance records

💡 Tip: When importing completed tasks, the system will link them to any existing activity records for that user/content combination.

Validation and Error Handling

Common Validation Errors

Error File

If errors occur during validation, you can download an error file that shows:

• Which rows failed

• The specific error for each row

• The original data for correction

FAQs

Q: Can I import tasks for users who haven't accepted their invite yet?
Tasks for pending users will be created but marked as 'deactivated'. They'll become active once the user accepts their invitation.

Q: What happens if the content is archived?
The import will fail for rows referencing archived content. Ensure all content is active before importing.

Q: Can I update existing tasks via import?
No. The bulk import creates new tasks only. To update existing tasks, use the Task Log interface.

Q: Is there a limit to how many tasks I can import?
Large imports are processed in batches. There's no strict limit, but very large files (10,000+ rows) may take longer to process.

Q: Will imported tasks trigger email notifications?
By default, yes. To suppress notifications, set Skip New Task Notifications to TRUE.

Q: Can I import recurring tasks?
Yes. Set Recurs to TRUE and provide the Recurrence Months and Reopen Before Deadline Days values. Note that recurring tasks require a deadline—they cannot be combined with open-ended tasks.

Q: Can I import open-ended tasks via bulk import?
Yes. Leave the Deadline Date field empty in your CSV to create open-ended tasks. These tasks will be assigned without a due date and will display "No deadline" to learners.

Q: Can I import a mix of deadline-based and open-ended tasks in the same CSV?
Yes. Simply include a Deadline Date for tasks that need one, and leave it empty for tasks you want to be open-ended. Both types can coexist in the same import file.

Troubleshooting