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How do I add users in bulk?

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Written by Daria Nasedkina

When you need to get a group of people set up in Atlas, rather than adding them one by one, you can bring them all in at once from a spreadsheet. This is the fastest way to onboard a new team, a new department, or your whole organisation. The steps differ slightly depending on which login page you use.

Step-by-step instructions

⚠ The steps below depend on how you log in — check yours before you start.

Look at the web address you use to log in:

If you log in at atlas-hub.co.uk

Step 1: Download the New User Template (in Atlas)

  1. Go to Users.

  2. In the top-right corner, click the three-dot menu and select Download New User Template.

  3. Read the instructions, then click Download New User Template. The file saves to your downloads folder.

Step 2: Fill in the template (in the file)

  1. Open the downloaded file in a spreadsheet application such as Microsoft Excel, Apple Numbers, or Google Sheets.

  2. Enter your users' details, following the instructions inside the file.

  3. Save the file and close it.

Step 3: Import the completed template (in Atlas)

  1. Back in Atlas, go to Users in the left-hand menu.

  2. In the top-right corner, click the three-dot menu and select Import User Data.

  3. Read the instructions, then click Select a file to import.

  4. Find the file you just filled in, select it, and click Open.

  5. If Atlas finds any errors in your data, the affected fields are flagged in red. Hover over one to see a hint explaining what's wrong, then correct it directly on screen. All issues must be resolved before import.

  6. Click Import data to add your users.

Interactive walkthrough

If you log in at app.ihasco.co.uk

Step 1: Download the New User Template (in Atlas)

  1. Go to Users.

  2. Click Add/update users.

  3. On the Spreadsheet tab click Download CSV file template.

Step 2: Fill in the template (in the file)

  1. Open the downloaded file in a spreadsheet application such as Microsoft Excel, Apple Numbers, or Google Sheets.

  2. Enter your users' details, following the instructions inside the file.

  3. Save the file and close it.

Step 3: Import the completed template (in Atlas)

  1. Back in Atlas, go to Users.

  2. Click Add/update users.

  3. Click Select CSV file to import… to open your local file search application.

  4. Select the filename and click Open.

    1. To send users a welcome email immediately, select the Send users a training suite welcome email check box.

  5. Click Start upload.

Mapping your columns

If you are not using the iHasco CSV template, you must map your columns to LMS profile fields:

  1. Samples of the information from your CSV columns are listed on the left of the Map columns page, with the corresponding user profile fields on the right.

  2. Check the system has mapped your CSV columns to the correct user profile fields.

  3. To change a mapping, click the corresponding profile field arrow to show the list and select an alternative profile field.

  4. To cancel a column mapping, click the corresponding profile field arrow to show the list and select Nothing (skip).

  5. Scroll to the bottom of the page and click Confirm column mappings to import your CSV to the LMS.

Note: The CSV is queued for upload and the User management page is shown. When the upload is complete, a confirmation email is sent to the administrator listing the results and any issues, with a link to download rejections.

To add one user only, see How do I add an individual user?

FAQ

What sign-in methods are available?

Users can sign in using their emails or usernames. See What sign-in methods are available?

Can I set up different sign-in methods within one template?

Yes. Within a single template, you can set some users up with an email address and others with a username — just fill in the Has Email column accordingly. After import, the two groups are handled differently: users marked "Yes" are emailed a link to set their own password, while users marked "No" will need you to set their temporary password and then pass on their login details.

How do I set passwords for username (no email) users during a bulk upload?

Passwords are set in Atlas after you upload the spreadsheet with user details. After you finish the import, you'll be prompted to create one temporary password for your username users, the same for all.

Do I need a unique password for each username user?

No. You set one temporary password that applies to all username users in the upload. They'll be asked to change it when they first log in.

I get a "We found errors" message after importing user data — what should I do?

This means some fields weren't filled in correctly. The affected fields are highlighted in red — hover over one to see a hint explaining what's wrong. You can then fix issues in one of two ways:

  • Correct them on screen. Edit each highlighted field directly; it turns green once it's valid. When everything's green, click Import Data to finish.

  • Correct them in the template. If there are too many errors to fix on screen, go back to your template file, make the changes there, and re-upload it.

I get an "Email/username is already in use" error, but I can't find that user in our system. What should I do?

See How do I fix the "Email/username is already in use" error when adding a user?

What happens if a username user forgets their password?

They'll need to ask you to reset the password for them. See How do I reset a user's password?

Can I edit user details later?

Yes — every field can be updated whenever you need. These guides walk you through the different ways to do it:

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