How to Download and Use the User Import Template

Summary

The User Import Template is a preformatted spreadsheet you download from Integrations before importing users in bulk. It gives you the exact column headers that map to KnowledgeCity user fields, so the file you upload is structured correctly the first time. You can choose the language for the template and which fields to include, then fill in one row per user.

Introduction

Before you bring users into KnowledgeCity from a file, you need a source file whose columns line up with the user fields in the system. The User Import Template solves this by generating that file for you, complete with the correct headers, rather than asking you to build a spreadsheet from scratch and guess at the format.

This template is part of the Integrations product and is typically used by administrators who onboard learners in bulk or who keep KnowledgeCity aligned with a roster maintained in another system. Downloading and populating the template first is what makes the later upload and field-mapping steps go smoothly.

Key Concepts

• User Import Template: the preformatted spreadsheet, downloaded from Integrations, that contains the column headers matching KnowledgeCity user fields.
• Column headers: the field names in the first row of the template that tell the system what each column represents when you upload the file.
• Language selection: the option to generate the template in a chosen language, so the headers and labels appear in the language your team works in.
• Field selection: choosing which user fields, and therefore which columns, appear in the downloaded template.
• Essential fields: the columns that identify and create a user account, such as username and name.
• Optional fields: additional profile columns you can populate or leave out, such as language, department, and position.
• One row per user: the required layout where each row in the file represents a single user record.

Steps to Follow

Open the User Import Area

You start in the area of Integrations where user imports are managed. This is where you find the controls for downloading a template and for uploading a completed file. Having this open first gives you access to the Download Template control used in the next step.

Download the Template

You download the template so your file matches the format the system expects.

• Locate and select the Download Template control.
• When prompted to choose what kind of template to generate, select the User option (a separate Course Progress option exists for a different import type).
• The system generates a spreadsheet, such as UserImport.xlsx, that contains the column headers required to map your user data to KnowledgeCity fields.

Choose the Template Language

When generating the template, you select the language for the output. Choosing the language your team works in keeps the headers and labels readable for the people who will fill in the file, without changing which fields are produced.

Select the Fields to Include

You decide which user fields appear as columns in the template.

• Keep the columns for the data you intend to import.
• Include the essential fields needed to create or match an account, such as Username, First Name, and Last Name.
• Add any optional fields that are relevant to your organization, such as Email Address, Employee ID, Group, Language, Position, or Department.
• If a field does not apply to your organization, you can leave that column out so the template stays focused on the data you actually use.

Fill In the Template

You open the downloaded file and enter your data under the matching headers.

• Enter one user per row, keeping each value in its correct column.
• Complete the essential fields for every user so each row can be created or matched successfully.
• Populate the optional columns where the information is available, and leave them blank where it is not.
• Keep the identifying values, such as email or employee ID, accurate and consistent, because they determine whether a row is treated as a new account or a match to an existing one.

Save and Continue to the Import

You save the completed file in a supported spreadsheet format, such as .xlsx or .csv, keeping the header row intact. With a correctly formatted file in hand, you are ready to move on to uploading it and matching its columns to KnowledgeCity user fields.

Conclusion

Downloading and preparing the User Import Template is the first step to a clean bulk import in Integrations. By generating the template in your chosen language, selecting the fields you need, and filling in one row per user, you produce a file that maps cleanly to KnowledgeCity user fields and avoids formatting problems during upload.