User Import with sFTP

Overview

sFTP is a secure way to manage large or regular imports of user data into Learn Amp. It's particularly useful for automating user syncs from HR systems, keeping your Learn Amp user base up-to-date without manual intervention.

What You Can Do

Automatically sync users from HR systems on a schedule
Create new user accounts in bulk
Update existing user information
Deactivate users who have left the organisation
Assign users to teams, set roles, and configure language preferences

CSV File Format

Learn Amp imports user data from a CSV file named sync_users.csv. The first row must contain lowercase headers.

Required Fields

Field	Description

Field	Description
`first_name`	User's first or given name
`last_name`	User's surname
`email`	User's email address (used as unique identifier)

Optional Fields

Field	Description

Field	Description
`job_title`	User's job title (e.g., "Managing Director")
`manager`	Email address of user's override manager
`coach`	Email address of user's coach
`primary_team`	Name of primary team (created if doesn't exist)
`secondary_team`	Comma-separated list of additional teams
`role`	System role: `learner`, `curator`, `reporter`, `learning_designer`, `hr`, `admin`
`language`	Language code (e.g., `en`, `de`, `fr`, `ja`)
`location`	User's location (created if doesn't exist)
`time_zone`	User's timezone (e.g., "London", "New York")
`hire_date`	Start date in `YYYY-MM-DD` format
`deactivate`	Set to `1`, `true`, or `yes` to deactivate user

Supported Languages

Code	Language

Code	Language
`en`	English (UK)
`en-US`	English (USA)
`de`	German
`fr`	French
`es-CO`	Spanish (Latino)
`it`	Italian
`nl`	Dutch
`pt-BR`	Portuguese (Brazilian)
`pl`	Polish
`ja`	Japanese
`zh-CN`	Simplified Chinese
`zh-TW`	Traditional Chinese
`ar`	Arabic

How It Works

Create your CSV – Export user data from your HR system and format it with the required headers
Upload to sFTP – Transfer the file named sync_users.csv to your sFTP folder
Learn Amp processes – The system detects the file and processes the import
Review results – Check the Users Import page for status and any errors

💡 Tip: Each time you upload a new sync_users.csv, it replaces the previous file on the server.

Import Behaviour

Scenario	What Happens

Scenario	What Happens
New email address	New user account created
Existing email address	User record updated with new data
Deactivate column = 1/true/yes	User account deactivated
User not in CSV	Optionally deactivated (configurable)

Deactivating Users

You have two options for handling users who leave:

Include in CSV – Add a deactivate column with value 1, true, or yes
Automatic deactivation – Configure the import to deactivate all users not included in the CSV

Configuration Options

When setting up sFTP user imports in Learn Amp, you can configure:

User identifier – Email (default) or a custom field
Deactivation behaviour – Whether to deactivate users not in the CSV
Invitation emails – Whether to send welcome emails to new users
Field mapping – Custom column headers for your CSV

Known Limitations

Limitation	Details

Limitation	Details
Replace/overwrite	sFTP imports always replace existing data—cannot be set to "add only" like manual imports
Skills	Cannot assign skills via sFTP—use manual bulk invite for skills
Custom fields	Require configuration by your Implementation Coach
Automation	File generation and upload must be handled by your IT team

Pre-requisites

Role Requirements

Only users with the Owner role can configure sFTP user imports.

Before You Start

sFTP must be enabled and configured (see Enabling sFTP)
CSV file must be correctly formatted with required headers
Email addresses must be valid and unique

FAQs

Q: How is the CSV file generated?
This depends on your internal systems. Most organisations export from their HR system, transform the data to match Learn Amp's format, and upload to sFTP—either manually or via scheduled automation.

Q: Should I send all users or just changes?
For most cases, send all active users every time. This captures all updates and handles deactivations automatically (if configured).

Q: How does Learn Amp identify existing users?
By email address (default). You can configure a custom field as the identifier if needed.

Q: How often can I sync users?
As often as you upload a new file. Many organisations sync daily or weekly.

Q: Can I send invitation emails automatically?
Yes—configure this in the sFTP import settings. The setting applies to every upload.

Q: What if there are errors in my CSV?
Check the Users Import page in Learn Amp for detailed error messages. Fix issues in your CSV and re-upload.