Bulk enrolling users via a .csv file enables organizations to efficiently register multiple users at once by simply uploading a file containing their data. Organizations can prepare a .csv file with the necessary user identifiers. You can select a group and then click Download Template to access a template that outlines the required data headers for the chosen group in a structured format. Additionally, you can assign a role when submitting the file. Once uploaded, the platform automatically processes the data to create user accounts in bulk, assigning them to the selected group and role(s), thereby saving time and reducing manual entry errors. This approach is ideal for quickly onboarding large groups of users, ensuring scalability and ease of use in environments with high user enrollment volumes.

Important Pointers

• Care must be taken to make sure that the .csv file contains all the data elements required to complete the enrollment as defined for the selected group that is linked to a workflow.
• The maximum number of records in one upload is limited to 100.
• The supported date format is MM-DD-YYYY. However, when adding dates in the .csv file, the format may automatically change to MM/DD/YYYY. If the accepted standard is not followed, bulk enrollment of records will fail. To address this issue, select the date column in the .csv file and change the cell format to Text.
• Do not add or delete any column or rows (header rows) in the file.
• On uploading the .csv file, the platform displays a preview of the user records that are listed in the file. Review the data before saving.
• Once the records are saved to the database, a summary is displayed that lists the status of the bulk enrollment, total number of records in the file, number of records successfully saved (valid records), and erroneous records (records that are missing data). You can view the records and check the reason for the error.
• You can edit the enrollment details of the user listed under the erroneous records and update the missing data.
• Until the required data is submitted, the user status will be enrollment in progress state.
• Refer to the Bulk Enrollment Data IDs section for the available options for the below-listed data categories. Ensure to update the IDs as listed for data options in the .csv file.
  • Ranks
  • Height
  • Department
  • Employee Affiliation
  • Employee Color Code
  • Eye Color
  • Hair Color
  • Gender
  • Blood Type

Partial Enrollment Data Upload

You can choose to upload partial user data and capture the remaining details directly on the platform. The user record will be marked as enrollment in progress until all required information is collected and submitted for further processing. As previously stated, the user data cannot be submitted for processing unless all the data fields defined in the workflow are completed.

Follow the below steps:

1. Navigate to Express Enrollment menu item on the dashboard.
2. The express enrollment page appears.
3. Select a Group to which the users need to be associated.
4. Select Download Template to access a .csv template that lists the headers for the required data elements for the selected group.
5. Fill in the user data required to complete the enrollment of the users.
6. Select Choose File and upload the filled in .csv file.
7. Select the role(s) to be assigned to the users. You can assign only two roles to each user if required.
8. A preview of the uploaded user records is displayed. Review the records and validate data.
9. Select Save to enroll users in bulk or on Cancel to exit the process.
10. The platform presents an enrollment summary that includes the total number of records in the file, along with the counts of valid and erroneous records. It also shows the records that failed enrollment and those that were successfully enrolled. Select Reason, to view the details of why a user's enrollment failed. Until all required data is submitted, the user's status will remain as Enrollment in Progress.

Post Enrollment Checklist

• Once the express enrollment is completed check if all the required data is uploaded in the right format.
• If the enrollment data update is partial, the record is moved to enrollment in progress status to ensure that all the required data is captured.
• If the enrollment data is successfully uploaded, the user status will be Ready for Issuance.
• If enrollment approval check is enabled, then the user status will be Pending Investigation.

Bulk Enrollment Data IDs

This section outlines the available options for each data category, along with their corresponding IDs. These IDs must be included in the downloaded .csv file. Ensure that only the IDs are provided, not the values.

Ranks

Height

Employee Affiliation

Employee Color Code

Eye Color

Hair Color

Gender

Blood Type