FrogLearn - Importing users via CSV
Posted by , Last modified by Tom Keegan on 27 August 2020 04:32 PM
When you wish to add new users into the platform, this is undertaken through the Users application. This can be done using 2 methods depending on how many users would like to import. This article explains how to add an multiple users into the platform via a CSV file.
The first step is to open up the Users application. This application lists all (active and inactive) users on your platform that have been added manually or via an MIS Import. There is a search box at the top right you can use to find the name of a specific user if you so wish. When you start typing in a name the results area below will be filtered. You are also able to click the column headers in order to sort them alphabetically to help find users quickly and efficiently.
Adding Multiple Users via CSV
This method of adding multiple accounts to Frog at once involves filling in user information onto a CSV file (opened in Excel) and uploading it into the platform in order to automatically create user accounts. There are a number of certain criteria that must be adhered to in the CSV file to ensure user accounts are created successfully. When in the users application, click the cog at the top right of the window. From the dropdown menu, click on the “import” button.
You will be presented with the following window. It will warn you that files must be in the correct format (CSV file).
By clicking on the blue information icon, a text area appears along with an “Export User Template” button, clicking this will download a CSV file to your machine. The message displayed in the popup text window is as follows:
You can update existing user data and create new users via the CSV import app. To import data using a CSV file, the data fields have to follow our fixed format. You can export a template of the required CSV format to help you get started. Data linked to an external source, e.g. MIS or Active Directory, will not be updated.
Open the CSV file you downloaded in Excel on your local machine. You will see there are a number of column headers, indicating the data that can be entered for your new user accounts.
The columns that you require entries for are as follows:
You may also wish to add users to a user group. To do so you can type the name of the exisiting group on FrogLearn into the appropriate column depending on the group type.
Please note: Groups must exist on FrogLearn first before trying to attempt to import users into them. You are able to add users to multiple groups in the CSV file. To this you just need to separate the group names by using a pipe symbol: |
So for example if I wanted 2 users to be part of the following 3 groups:
Then in the “registration” field (as an example) you would type:
Group 1|Group 2|Group 3
An example screenshot can be found below containing the minimum required fields for a CSV import to work.
When you are happy with your CSV file, save your changes and navigate back to your Frog window. Within Frog, after clicking Import from the cog menu, click the blue upload button and you will be presented with the following file upload window. Here you can either ‘drag or drop’ your CSV file into the selection area or click on choose files to find this file on your local machine. Once you select the file the progress bar should complete and turn green as in the screenshot below.
Clicking done will return you to the CSV Import window. Providing the file uploaded okay, you will be taken to step 2 of this process. Step 2 is the validation of the uploaded CSV file containing your new users. If there are any issues with any of the inputted data this window will inform you. In the screenshot below you can see that there is a validation error with the user account in the CSV file so the account will not be created.
At the bottom right of the CSV Import window, if there are any problems, a “Download Error Log” will be present. If clicked, your browser will download a text file to your local machine. Inside this file it will inform you of any issues with the data and where the problem is in the CSV file. An example can be found below.
Please Note: The column headers are not imported as users into Frog so ALWAYS add 1 row number onto any reported errors. In below example the problem is in Row 2.
The error log should provide you with the information required to open up your CSV file in Excel, correct the mistakes then re-upload the CSV file into Frog in order to validate the file again. Providing you adhere to the formatting rules (such as required fields) in the CSV file you will receive a screen similar to below. It may be the case that you can import all accounts on your CSV file but one or more fields are incorrect so won’t be imported. If this is the case you could navigate to the Users application after importing your users, find the account and update the fields/fields manually.
The next step is to click the “Import Users” button. It may take a few moments to complete this process but then you will be presented with the following screen.
Once step 3 has been completed your new user accounts will be present in the platform and you can click the blue close button. Back in the users application your user accounts should now be present.
FYI: You can use the attached files as templates to import staff, parent and student accounts. Please make sure the required fields are filled in as noted in this article above.