Import User Seats - Guide to Fill and Upload

Importing allows admin/manager to upload several users (registered or non-registered) into purchased seats from the CSV file. When users are uploaded within a file, they'll appear in Sales > All Sales report as completed orders, too.

Users will be imported by next rules:

  • if there are users already enrolled in some of the product courses (where they're going to be imported to a seat), they won't be enrolled again.
  • if there are product courses that users are not enrolled in (where they're going to be imported to a seat), they will be enrolled.
  • if some users have already been assigned a seat, no new seat will be assigned to them.

You may be interested in these articles... 

HOW TO IMPORT USERS INTO SEATS

Step 1 - Download Template

  • Go to IntelliCart administration.
  • Navigate to Sales > Seats tab.
  • Click Import User Seats.
  • Click Download Template.

Step 2 - Write File

username: Enter username of registered (if you want to enroll exisiting LMS user) or non-registered (if you want to create new user in the LMS and enroll them right away) user.

password: Enter password for new user.
NOTE: This field is non-required. If you don't fill this in the file, IntelliCart will offer to create passwords automaticaly.

firstname: Enter First Name for new user.
NOTE: This field is required for non-registered users only.

lastname: Enter Last Name for new user.
NOTE: This field is required for non-registered users only.

email: Enter email for new user.
NOTE: This field is required for non-registered users only.

profile_field_vendor: This field is an examle of possible custom user profile field (CUPF).
E.g., if you use "Membership" as a CUPF in the LMS system, which has "membership" as a field short name, this column may be transformed to "profile_field_membership".
NOTE: You may add more than 1 such column into the file, just make sure the column name is written by template "profile_field_[cupf-short-name]".
NOTE: If such columns are added to the file, that must be filled. But you'll be able to not upload that information on the step 3.

seatid: Enter seat ID number to define the seat where user will be enrolled. Seat ID could be taken from the URL under IntelliCart > Sales > Seats when you click on Details action for the required seats purchase.
NOTE: You must fill at least one of 2 columns - seatid or seatkey - for the successful import.

seatkey: Enter seat key to define the seat where user will be enrolled. Seat Key could be taken from the Key column under IntelliCart > Sales > Seats.
NOTE: You must fill at least one of 2 columns - seatid or seatkey - for the successful import.

product: Enter product name where you want user to be enrolled in. This field could be taken from the Product column under IntelliCart > Sales > Seats.
NOTE: This field is required even if "seatid" or "seatkey" is filled.

courseshortname: Enter course short name(s) from the product above where you want user to be enrolled in.
NOTE: This field must be filled in case you use "Enable Approval Enrollment" or "Enable Self Course Enrollment" IC functionality (points 2 and 5 from HERE).

For example,

The 1st user above is non-registered in the LMS system, therefore, his personal information (username, first and last name, email) is filled. Password is an optional field, so it's filled for this user record. In our LMS system, there're a "Gender" CUPF exists, that's why the example contains a "profile_field_gender" column to fill that for future users. As there's only 1 column - seatid or seatkey - must be filled for seat import, this user have "seatkey" filled. Product is non-obligatory field for this example, as the test LMS site doesn't use approval or self-course enrollment functionlaities.

The 2nd user above is non-registered in the LMS, too, so, her personal information is filled, too. Password field will be filled automatically while uploading. "Gender" field is an optional in the LMS, that's why this may not be filled. This specific user will be enrolled into the same seat purchase, but within seat ID number.

The 3rd user above is already registered in the LMS system, therefore, only 3 fields are required for her to be filled - username, seatid/seatkey (optionally), and product.
NOTE: "profile_field_gender" is filled here as the file contains this column because of 2 other users. 

Step 3 - Upload File

  • Go to IntelliCart administration.
  • Navigate to Sales > Seats tab.
  • Click Import User Seats button in the top right corner of the tab.
  • Choose the file to import.
  • Click Import User Seats button in the bottom.

When the file is imported, you'll see a preview of the data that is going to be uploaded, and will be able to set bulk settings for them:

1. Settings

Select users that you want to import from the file (new and/or existing), and set up general account settings that will be applied for all records to upload.

2. Default values

Fill general and optional profile fields for uploaded users.
NOTE: This block contains a part of default Moodle user profile fields.

3. Custom User Profile Fields

Fill custom user profile fields for uploaded users.
NOTE: This block contains all CUPFs that exist in the LMS system.

4. Upload users

Click this button to import users into LMS system and assign them to seats. You'll see a preview table with statuses for new data records to check whether the importing was successful.

Congrats! Now users are imported into your LMS system, moreover, they're already assigned to required seats!

Feel free to check this under Sales > Seats report.

 

For additional assistance, please email HelpDesk@IntelliBoard.net

Was this article helpful?
0 out of 0 found this helpful