User Import Tool - Class Upload

Enrolling Students into Classes with the User Import Tool

The User Import Tool (UIT) is a Windows-only tool available for download on the Coordinator Home Page, in the Import Users section. If you do not have access to a Windows computer, complete Steps 1 and 2 below and then contact Customer Support for further assistance: support@learning.com or 800.580.4640 x2.

Step 1: Create and Format a Spreadsheet with Class Information

Create a spreadsheet with class information (i.e., student account to be enrolled in the listed Class, taught by the listed Teacher, at the listed School). See below for an example. The User Import Tool is particular about formatting so it is important to abide by the following guidelines.

  • Be sure that headers are entered exactly as shown below in the spreadsheet.
  • Only use alphanumeric characters (letters and numbers). No special characters (i.e., hyphen, apostrophe, spaces, etc.)
  • All information should match the Learning.com accounts and platform.

Please note: A teacher that instructs at two or more schools cannot create classes using the import tool.

Step 2: Save the spreadsheet

Save the file in the comma separated value format, i.e., CSV (Comma Delimited). Close the file.

Step 3: Download and launch the Learning.com User Import Tool from your computer

Enter your coordinator login credentials and follow pictures below.

Helpful tips

  • During the validation step, the User Import Tool examines the CSV file for problems and compares the data to the current accounts. Error messages relate to this process. It is possible to see and correct errors, run the tool again, and see new errors that need to be resolved.
  • The errors in the detail window can be copied and pasted into a word processing application. This can be helpful when reviewing and correcting the errors. Checking the “Skip Errors” box tells the import tool to ignore those entries, and complete the upload.
  • Warnings sometimes appear during the validation process if a new class is being created, or if a student account name is being changed. After reviewing these you can continue with the upload.
  • The User Import Tool verifies that the listed StudentID is at the school listed. If enrollments are entered for a school that a teacher account is not in, the User Import Tool will addd that teacher to the new school. 

Common Error Messages

Error Message Meaning Example Solution
This username already exists in the district Same username with a different Student ID.

Julie Smith, 1122334, (jsmith) vs.

Jude Smith, 5566778, (jsmith)

Change one of the usernames. For example, add a number, jsmith and jsmith1.
Cannot find Washington Elementary in the district The school name must match the name listed in the Learning.com database. Washington Elementary vs. George Washington Elementary Log in to coordinator account. Click Edit Schools. Copy the name listed there.
Username must not contain non-alphanumeric characters Only letters and numbers. No special characters from the keyboard (i.e., apostrophes, space, underline, hyphen, etc).

incorrect: B Rubble or B'Rubble

correct: BRubble

Remove non-alphanumeric characters. To remove spaces, run Find and Replace in the CVS file. Put a space in the Find column and nothing in the Replace column. Repeat with other characters as needed.
Password must be 4 or more characters The passwords listed in the CSV file have less the 4 characters. SSD or 123 Extend the password. Can be simple like 1234, the name of your school/district, the school mascot (i.e., finches).
Access Denied (at Login page) Only District Coordinators can run uploads by default. School Coordinators need to be given access using the checkbox on the District Coordinator's Import Users page.   District Coordinator logs into their account. Clicks Import Users. Checks the box to allow School Coordinators to use the User Import Tool.
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